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Update Company Details

  • This guide describes how to modify and update the details of an existing company in the GSI2 system. Updating company information is essential to maintain accurate operational configurations, compliance data, and ensure proper system functioning.

    Prerequisites

    • Company editing permissions
    • Access to Organization > Companies module
    • Knowledge of the company to be modified

    View Mode vs Edit Mode

    The GSI2 system distinguishes between two modes of accessing company data:

    • View Mode: Clicking on the company name in the table opens a read-only view of the data
    • Edit Mode: Clicking on the pencil icon accesses edit mode where changes can be made

    ⚠️ Note: From view mode, it is NOT possible to switch directly to edit mode. You must close the view and click the pencil icon from the table.

    Accessing Edit Mode

    Direct Method (Recommended)

    1. Navigate to Organization > Companies
    2. Locate the company in the table (use filters or search if necessary)
    3. Click the pencil icon in the Actions column
    4. The company edit form will open with all tabs accessible

    Editable Sections

    1. General Data (General Tab)

    Identification Information

    • Company Name: Update the name if legally changed
    • Record Status: Informational field for operational status
      Available values depend on General Tables > Companies > Company Status configuration
    • Company Type: Modify if classification changes
      Values depend on General Tables > Companies > Company Types
    • Legal Entity Type: Update if business structure changes

    Financial and Tax Information

    • Currency for Invoicing: Change default transaction currency
    • Company VAT Code: Update VAT number if modified
    • Tax Code: Update if necessary
    • Enterprise Register Code: Modify registration identifier

    Relationships and Structure

    • Holding Company: Change parent company if applicable
    • Legal Address: Select a different legal address from configured ones
      Note: Addresses must be created first in the Addresses tab

    Operational Configurations

    • Default Timezone: Change operational timezone
      ⚠️ Warning: This modification affects all system timestamps and schedules
    • Service Starting Date: Update if necessary
    • Incorporation Date: Correct if entered incorrectly

    General Contact Information

    • Reception telephone: Update main phone number
    • Mobile: Change reference mobile number
    • Main email: Update primary email
    • Secondary email: Update secondary email

    Save Procedure:

    1. Modify necessary fields
    2. Click SAVE to confirm changes
    3. Verify system confirmation message

    2. Contact Updates (Contacts Tab)

    Add New Contact

    1. Navigate to Contacts tab
    2. Click "Add new contact"
    3. Enter:
      • First and last name
      • Role or department (e.g., Sales, Administration)
      • Email and direct phone
    4. Click SAVE

    Modify Existing Contact

    1. Locate the contact in the list
    2. Click the pencil icon next to the contact
    3. Update necessary information
    4. Save changes

    Delete Contact

    1. Locate the contact to remove
    2. Click the trash icon next to the contact
    3. Confirm deletion when prompted

    3. Address Management (Addresses Tab)

    Modify Existing Legal Address

    1. Navigate to Addresses tab
    2. Click the edit icon on the address to update
    3. Modify necessary fields:
      • Street name
      • Street number
      • City
      • Zip Code
      • Region
      • Country
    4. Save changes

    Add Secondary Location

    1. Click "Add new Legal address"
    2. Enter Local Unit Name (e.g., "Rome Office", "Milan Branch")
    3. Fill in all address details
    4. Mark as primary legal address if necessary
    5. Save

    Delete an Address

    1. Click the trash icon next to the address
    2. Confirm deletion

    ⚠️ Note: Cannot delete an address if it's selected as "Legal Address" in the General tab or assigned to employees. Modify references first.

    4. Access Sharing (Shared With Tab)

    Grant Access to New Company

    1. Navigate to Shared With tab
    2. Click "Add new company access"
    3. Select the external company to authorize from dropdown
    4. Define access level and specific permissions
    5. Save configuration

    Revoke Existing Access

    1. Locate the company in the "Accessed by" list
    2. Click the delete icon
    3. Confirm access revocation

    Export Access Configuration

    For each company with shared access, an export option is available to generate a report of granted authorizations.

    5. Policies & Procedures (Policies & Procedures Tab)

    Add New Policy

    1. Navigate to Policies & Procedures tab
    2. Click the add button
    3. Fill in fields:
      • Title: Document name
      • Author: Policy responsible
      • Description: Content summary
      • Issue date: Publication date
      • Expiry date: Review/expiry date
    4. Upload any Attachments (PDF, Word documents, etc.)
    5. Save

    Modify Existing Policy

    1. Locate the policy in the table
    2. Click the edit icon
    3. Update fields or upload new attachments
    4. The Last update field will automatically record date and author
    5. Save

    Delete Policy

    1. Click the delete icon next to the policy
    2. Confirm deletion

    6. Group Companies (Group Companies Tab)

    This tab automatically displays the complete list of related entities within the corporate group, based on the "Holding Company" configuration in the General tab.

    Information Displayed:

    • GSI ID
    • Record status
    • Company type and Company name
    • Legal entity type
    • Company VAT code
    • Country

    Note: This is an informational tab. Changes to group relationships are made through the "Holding Company" field in the General tab.

    7. History Notes (History Notes Tab)

    Document Important Changes

    1. Navigate to History Notes tab
    2. Click "Add new history notes"
    3. Enter a detailed description of the change, event, or decision
    4. The system will automatically add:
      • Date and time of note
      • Author identification
    5. Save the note

    Edit or Delete Notes

    • Use pencil/trash icons to edit or delete existing notes
    • Notes are displayed in chronological order

    Usage Recommendations:

    • Document all significant changes (status change, policy modifications, structural changes)
    • Indicate the reason for changes for traceability
    • Reference any managerial decisions or compliance requirements

    8. Appearance and Branding (Appearance Tab)

    Update Company Logo

    The system supports three logo sizes for different applications:

    1. Small logo
      • Location: Top left of navigation menu
      • Recommended dimensions: 100x200px minimum, 350x350px maximum
    2. Medium brand
      • Use: Reports and documents
      • Recommended dimensions: 350x595px minimum, 720x720px maximum
    3. Large brand
      • Use: Presentations and official documents
      • Recommended dimensions: 720x1024px minimum, 1024x1024px maximum

    Upload Procedure:

    1. Click CHOOSE FILE for desired logo type
    2. Select image from computer (PNG or JPG format recommended)
    3. Verify uploaded logo preview
    4. Save

    Configure Company Colors Set

    Customize interface color scheme to reflect corporate identity.

    9. Modules (Modules Tab)

    This tab allows activation or deactivation of features and system components available for the company.

    Main Available Modules:

    • Staff: Employee management and related components
    • Badge Machine Import: Access control integration
    • Notifications: Alert and communication system
    • Mobility Integration: Mobile workforce management
    • Ticketing: Support and request management system
    • Documents: Document management
    • CRM: Customer relationship management
    • Clients: Client management functionality

    Each module may have "Included components" and "Related modules" displayed in expandable sections.

    ⚠️ Note: Module activation/deactivation immediately affects features available to all company users.

    10. Import & Export Settings (Import & Export Settings Tab)

    Configure identifiers for integration with external systems and data transfer.

    Available Configurations

    • Company Code: Unique identifier for data exchange with external systems
    • Tickets Code: Identifier for ticketing system
    • Badge Terminals Codes: Access control system integration
      Dropdown with multiple selection of badge terminals to associate

    11. General Configs (General Configs Tab)

    Basic Operational Parameters

    • Work Week Start Day: Select first day of work week
      Options: Monday, Tuesday, Wednesday, etc.
      This affects weekly reports and schedules

    Click SAVE to apply configuration changes.

    12. Local Remote Control (Local Remote Control Tab)

    Manage Access Rules

    This tab allows configuration of access restrictions based on geographic location or IP address.

    Add New Rule

    1. Click the add button
    2. Select Remote control type:
      • Country: Nation-based restriction
      • IP address: Specific IP-based restriction
    3. Specify value:
      • For Country: select from dropdown (Italy, Swiss Confederation, etc.)
      • For IP: enter specific IP address
    4. Set Status (active/inactive checkbox)
    5. Save

    Edit or Delete Rule

    • Use pencil/trash icons in Actions column
    • Modify parameters or rule status
    • Save changes

    The table supports pagination with adjustable rows per page to manage many rules.

    13. Company Login Settings (Company Login Settings Tab)

    Update Company Password Policy

    Configurable Parameters:

    • Minimum length: Minimum required characters (default: 8, range: 8-20)
    • Special characters requirement: ON/OFF toggle to require symbols (!@#$%^&*, etc.)
    • Upper and lower case requirement: ON/OFF toggle to require letter mix
    • Number requirement: ON/OFF toggle to require at least one number

    Modification Procedure:

    1. Navigate to Company Login Settings tab
    2. Toggle desired requirement settings
    3. Set appropriate minimum length
    4. Click SAVE

    ⚠️ Critical Warnings:

    • Password policy changes apply immediately
    • Users may need to reset passwords at next login if current passwords don't meet new requirements
    • Balance security and usability in configuration

    Configure Multi-factor Authentication (MFA)

    1. In the same Company Login Settings tab
    2. Enable the MFA enabled checkbox
    3. Save configuration

    When MFA is enabled, all company users must configure two-factor authentication at next login.

    14. Approver Management (Approvers Tab)

    Add New Approver

    1. Navigate to Approvers tab
    2. Click "Add new approver"
    3. Select individual from employee list
      Format: First Last (ID Code), e.g., "Nicole Martin (00000005)"
    4. Define approval scope and level
    5. Save configuration

    Edit or Remove Approver

    • Use pencil/trash icons next to each approver
    • Modify approval scope or remove from chain

    The approval chain configured here affects approval workflows for various system features (attendance, requests, documents, etc.).

    15. Staff Activity Types (Staff Activity Types Tab)

    Add New Activity Type

    1. Navigate to Staff Activity Types tab
    2. Click "Add staff activity type"
    3. Select the classification category from the configured general table
      Available values depend on General Tables > Staff > Staff Activity Types configuration
    4. Save

    Delete Activity Type

    1. Locate the activity type to remove
    2. Click the delete icon
    3. Confirm deletion

    Activity types configured here will be available to all company employees for time tracking and reporting.