Reuse Party identity and link a login
Employee references an existing active PERSON Party. It does not create a second name/address/person master or a Partner. One Party has at most one employee master in the tenant; rehire uses additional employment periods.
Identity ownership
| Information | Owning workflow |
|---|---|
| Display name, names, birth date and shared personal identity | Party/Party Person |
| Shared personal contact/address information | Party |
| Employee number, original hire and current employee status | Employee |
| Employer-issued work email/phone/extension | Employee master |
| Login username, password, enabled state and roles | Administration |
| Optional link to an existing User | Employee master, validated against tenant |
Select the person
- Search the existing PERSON Party through the New employee picker.
- Confirm identity and active state using authorised Party access.
- Confirm the Party is not already linked to an employee master.
- Create the employee against that Party; use the Party workflow for actual identity corrections.
Party and original hire date cannot be reassigned through employee editing. If the wrong Party was selected, report the error for an approved corrective procedure rather than creating duplicate identities or trying to change the read-only reference.
Link an existing login
The User Id field uses existing user choices. Select the verified tenant login, or None if no approved link is needed. A User cannot be linked to multiple employee masters. User discovery and protected-account rules may limit the offered choices.
Creating an employee does not create or enable a login. Changing status to SUSPENDED or TERMINATED does not disable a login or remove roles/unit grants. Unlinking a User does not delete that User. Use Administration for access lifecycle work.
Example: Amira already has amira.cole. Link that existing User after checking identity. Her colleague without application access can have an employee master without a login. Do not create accounts just to satisfy an optional employee field.
Recovery and integration boundary
A user conflict means another employee already uses that login; investigate rather than choosing an unrelated account. Missing user choices may be a discovery-permission issue, not proof the account is absent.
Expense's legacy employee reference still uses User IDs, and existing Purchase references retain their existing interpretation. Employee linkage does not migrate those modules' data or make equal numbers equivalent. Review the owning workflow before entering any identifier outside Employee.