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This option allows the System Administrator to invite new Administrative Users and Business Users to their organization. Each user will have a specific role assigned in the organization based on which they will have the privilege to maintain the system or interact with New Hires.
What are the roles a System Administrator can assign to the user?
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What is Add New User/Contact?
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Add New User/Contact is a function that is only available to the System Administrators of the organization. Add New User/Contact allows the System Administrator to invite new Administrative Users and Business Users to the organization. A System Administrator can assign any of these roles to a user that they invite.
User
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Roles
| User Roles | Description | |
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| Administrative Users | System Administrator |
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| Process Administrator |
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| Content Administrator |
| Business Users|
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| HR Specialist |
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| Help Desk Analyst |
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| I-9 Specialist |
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| E-Verify Specialist |
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| Authorized Representative Cannot invite user from Manage Users/Contacts by exclusively assigning this role. When the user has other Business User roles (HR Specialist, I-9 Specialist, E-Verify Specialist) along with Authorized Representative, the invite can be sent to the user. Authorized Representatives can be invited only from I-9 Section 2/3 when I-9 is assigned to them. For more details, click here to navigate to Authorized Representative page.Remote I-9 User |
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To be able to add a new user/contact, the access the Add New User/Contact function, the System Administrator must have completed their own Self Registration and User Onboarding, as well as the Organization Onboarding process (if they are the first System Administrator).
Note: Users logging in through SSO will also have the "the Add New User/Contact" button enabled on Contact function enabled in their Manage User setup page so that they can add non system user contacts in their organization. For more information, details please refer to the last section on of this page.
Who has access to add a new user/contact?
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Why is Add New Users/Contacts used in the onboarding process?
Add New User/Contact is used initially to invite/set up all necessary Administrative and Business Users in the system. It is also used later, as new Administrative and Business Users join the organization.
Who has access to Add New User/Contact?
Only users with a Role Type of System Administrator can add users and contacts to the system.
RolesRole Types | Add New User/Contact |
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How do you access
the "Add New User/Contact
" button??
There are two ways to access " Add New User/Contact " button as a System Administrator:
| 2 Ways to Access Add New User/Contact |
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Menu Icon: The Menu Icon is used to display all relevant actions the current user is able to perform. |
Quick Links: If you are user you are able to access this page through the Quick Link 'Manage Users/Contacts.'  *Note: your organization can remove this link but it is provided as part of our delivered home page. |
Access Via Menu Icon:
Every action a user can perform can be found by using the Menu icon. The Menu icon can be found in the upper left hand corner of the page. Click the Menu icon, and navigate to "'Manage Users/Contacts" ' under 'Users/Contacts'.
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Access Via Quick Links:
On the System Administrator home page, you can select "'Manage Users/Contacts" through ' through the Quick Links bar located below the banner photo. These links change depending on the Role Type of the current user's role.
| Home Page with Quick Links |
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Manage Users/Contacts Console
After navigating to the 'Manage Users/Contacts' page, click on the "Add New User/Contact" button.
Manage Users/Contacts Console |
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What makes up the Invite/Edit User page?
The Invite/Edit User page consists of 4 sections: Personal Information, Roles, Row Level Security and Authorized Lookup Security. . The following example shows adding a system user to the organization.
While filling this form, make sure the required fields are entered.
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Upon entering the phone number, an additional field labelled "Text Message Capable" will be populated below, to indicate if the phone number is capable of receiving text (SMS) messages. This field will be visible only for the USA phone numbers i.e if the country code entered for the phone number is "001". If country code is other than "001", this field will not be visible.
When the checkbox for "Text Message Capable" is selected, the provided phone number will be used for delivering one-time verification code during self-registration and subsequent system logins.
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The fields of each section on the Invite/Edit page are explained in detail below:
Personal Information
The following personal information must be entered for the user.
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Field
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Behavior
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The validation messages trigger if any of the required field is not entered.
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Personal Information
The following personal information must be entered for the user.
Field | Required | Behavior |
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First Name | Yes |
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Last Name | Yes |
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Email ID | Yes |
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Phone | Yes |
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| System User |
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- Can be used to classify whether the user falls into a specific group
- "Ungrouped" by default
- Will automatically populate based on the user account status
- Will show as enabled if the user account is locked and disabled if unlocked
First Name
- Enter the user's preferred first name
Last Name
- Enter the user's preferred last name
Email ID
- Enter a valid Email Address
- Used to send the onboarding email
- The User must verify this email address as a part of the two step authentication, if it is implemented
Phone
- Displays default USA country code "001"
- Enter a valid phone number
- The user must verify this phone number as a part of the two step authentication, if
- it is from the USA with the country code "001" and
- indicated as capable of receiving text messages
- If checked, provided phone number will be used for authentication purposes for delivering verification codes during self-registration and subsequent logins
- If unchecked, the provided phone number will not be used for authentication purposes.
Enter First Name, Last Name, Email ID and Phone. If the phone number entered is from the USA (associated with the country code "001"), a checkbox labeled "Text Message Capable" will appear below the Phone field. This checkbox will not appear for the phone numbers other than USA i.e having country code other than "001".
If the user's phone number is capable of receiving text (SMS) messages, indicate this by selecting the "Text Message Capable" checkbox. The designated USA phone number, identified as text message capable, will be used to send the authentication verification code during self-registration as well as subsequent system logins. The phone number will not be considered for the authentication verification, if the "Text Message Capable" checkbox is not checked.
If, at a later instance in their process, the user wants to update their name, email and phone information, they can do so through their profile page.
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All the values entered in the personal information fields are validated and appropriate messages are displayed in case of invalid values. Some of the validations are given below:
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Email ID validations:
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Phone validations:
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Onboarding - Roles / Smart I-9 E-Verify Roles
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The values entered in the fields are validated and appropriate messages are displayed when the value entered in the fields are invalid.
Few of them are given below:
| When Invalid characters are entered in First Name/Last Name |
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Email validations:
| when '@' or '.' is missing |
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| when a character is missing between '@' and '." |
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| when only one character exists after '.' |
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| when invalid characters entered in email domain |
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| when invalid character is entered in the local part of the email address |
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| when two '@' signs are entered |
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Phone validations:
| when phone number is not in number format |
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| when phone number is not 10 digits |
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Onboarding - Roles / Smart I-9 E-Verify Roles
The following role or roles must be defined for the user.
Field | Behavior |
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Smart Onboarding - Roles (Required) | Defines the role of the user:
A user can be assigned more than one role from the |
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above list. | |
Field | Behavior | Smart Onboarding - Roles (Required) |
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Minimum Role Requirement: Each of these following roles must be assigned to at least one user. The other roles are available, but not required.
- System Administrator
- HR Specialist
- I-9 Specialist
- E-Verify Specialist
- (if using E-Verify)
If the same role is assigned again to the user for the same product, the below message will be displayed when saving the user profile or inviting the user.
Note: System users can also be added with no role assigned when creating an invitation. Later, the user's profile can be modified to add the onboarding/Smart I-9 E-Verify roles. For more details on modifying the user's profile, please click here.
When "System User" is checked, a role must be assigned to at least one the user. The other roles are available, but not required.
- System Administrator
- HR Specialist
- I-9 Specialist
- E-Verify Specialist (if using E-Verify)
Otherwise, an error message displays as below:
| when "System User" is checked |
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Note: System users can also be added with no role assigned when creating an invitation. Later, the user's profile can be modified to add the onboarding/Smart I-9 E-Verify roles. For more details on modifying the user's profile, please click here.
In this example, a user is created with "No Role Assigned" option in Onboarding - Roles.
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| User details in Manage Users/Contacts |
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Since the user has no roles assigned to his/her profile, the user will not see any activities when they are logged in after completing their self-registration.
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If the user need to complete their pre-boarding activities, they need to click on the user name on the top right corner of the menu and select "My User Onboarding" option.
The user will be able to complete the pre-boarding activities, but cannot perform any tasks until a role is assigned to them.
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Row Level Security
The System Administrator is required to enter all fields in the Row Level Security Section. These define the range of the user’s interactions. These fields will determine the consoles that appear in the 'Authorized Security Lookup' section.
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*Note: All fields default to allowing access to all values.
Authorized Security Lookup
The System Administrator has the option to enter a value for any of the fields in the Authorized Security Lookup. This section uses Security Group look ups, just as the fields in Row Level Security. If a value is entered, the user only sees the attribute values that are associated with the specified Security Group when they are prompted for the attribute.
| Role Role Type | Effect of Security Group Lookup Fields |
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System Administrator Process Administrator Content Administrator | Will alter the values shown in the Attribute Revisions |
HR Specialist Recruiter | Will alter the values shown on the New Hire Invitations |
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The following fields can have authorized security lookup.
Field (Optional)* |
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Action |
Reason |
Regular/Temporary |
Full/Part Time |
Company |
Business Unit |
Department |
Location |
Operating Unit |
Job Code |
Employee Class |
Appointment Type |
Client ID |
Pay Group |
Salary Plan |
Salary Grade |
Employee Type |
Comp. Frequency |
Comp. Rate Code |
Earnings Code |
Tax Location Code |
Employment Agreement |
Hire Template |
User Defined Attribute |
*Note: All fields default to allowing access to all values.
Save and Invite
There are two ways that a System Administrator can invite a user:
| Way to Invite User to system | Description |
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Click Invite at the bottom of the 'Invite/Edit User' page |
This option should be used if you want to invite the user immediately. |
| Click Save at the bottom of the 'Invite/Edit User' Page, then click Invite at a later time. |
This option should be used if you want to add the user to the system, but launch the invitation at a later time. |
Note: In SSO based Organizations (users logging in through SSO), the users will not have the ability to invite users through Manage Users/Contacts but can create non-system users. For more details on creating non-system users, please refer to last section on this page click here.
If you have saved the invitation without inviting, you can invite the user at a later time. Navigate to 'Manage Users/Contacts', search for the user you saved, click on "Actions", and then click "Invite".
The Onboarding Status for the invitations that are not launched will be in "Invitation Created" status.
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Click on 'Yes' to confirm the action.
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The following message This confirms the invitation has been is sent to the user.
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The Onboarding Status of the user's invitation changes from "Invitation Created" to "Invitation Launched" in the Manage Users/Contacts page.
When the user completes self registration, the Onboarding status will be changed to "'Invitation In Progress". Please click here to refer to the self registration process.
After completing User Onboarding, the user status will be updated to "Invitation Complete". For more details on User Onboarding, please click here. Note: If the user is the initial System Administrator for the organization, then the user must also complete Organization Onboarding after User Onborading. For more details on this process, please click here.
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To limit a user's access to candidate data in consoles and dashboards, customize the row-level security based on the specific attribute for Company/Business Unit. This configuration can be established during the creation of a new user or modifying an existing user.
Based on the requirement, security can be set up for Company/Business unit, to ensure that the user has limited access to data as mentioned in the row level security. Row level security can be established for an existing security group or by creating a new security group. For more details on creating a security group, please click here.
An example of row level security defined for Company attribute is given below.
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In this example, a user is created with "No Role Assigned" option in the Onboarding roles.
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The above created user details will be shown under Manage Users/Contacts.
If the user need to complete their pre-boarding activities, they need to click on the user name on the top right corner of the menu and select "My User Onboarding" option.
In this case, the user will be able to complete their pre-boarding activities, but cannot perform any tasks until a role is assigned to them.
" to "Invitation Launched" in the Manage Users/Contacts page.
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The email received by the user will be as follows. By clicking on 'Start Onboarding' link the user can self register and create their login account.
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How to complete Self Registration & User Onboarding?
Enter User ID and Password and click on 'Register Now' to create account login.
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The following message confirms the account is created.
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Once the self registration is completed, the onboarding status of the user in Manage Users/Contacts shows as 'Invitation In Progress'.
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Now user can use the above created credentials to login into the system.
When the user logs in into the system initially, they must complete the User Onboarding process. This is a one-time process and only after completing this, the user will get access to the system.
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The user may encounter additional verification steps (Challenge questions, two factor authentication or e-Pin verification) in case the fields are enabled in Authentication Preferences.
The welcome page shows as below. Click on 'Get Started'.
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Acknowledge and complete Electronic Disclosure.
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This completes User Onboarding. Logout and log back in to access the system.
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The user will receive the following email after the User Onboarding is completed. By clicking on the link provided in the email, the user can login into the system.
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Also, the onboarding status in Manage Users/Contacts shows as 'Invitation Completed' for the user.
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After logging in, the user can start using the system features specific to their role.
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Note: If the user is the initial System Administrator for the organization, then the user must also complete Organization Onboarding after this. For more details on this process, please click here.
How to add a non-system user
or a support contact for the organizationin Manage Users/Contacts?
A non-system user cannot perform any activities in the system, but can be added act as a support contact in the organization. When this user's contact ID is added as support contact in the Organization Management, the information associated with the user (name, phone and email) shows as contact information in system emails that are sent out to the users. To create the Contact ID for this user, you need to first add the user in Manage Users/Contacts.
Click on 'Add New User/Contact' button provided on the top right corner of the Manage Users/Contacts page.
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On In 'Invite/Edit User' page, enter page, enter the required user details (First Name, Last Name, Email ID and Phone). Note: If invalid values are entered in these fields, the corresponding validation messages trigger on the page.
After entering the user details (First Name, Last Name, Email ID and Phone) leave the ", uncheck 'System User' checkbox unchecked and save. There is no need to enter the user roles for non-system users.
Note: You may also enter the roles if needed.
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This generates a Contact ID for the user as shown below:
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Now, add the above generated Contact ID in 'Support Contact' field in the Organization Management and save.
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This adds the user as support contact in the organization and the details name, phone number and email information associated with the user will be included in all shown in emails sent out by the system generated emails.
A sample email is given below:
| Email sent out to the user when password is successfully changed |
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What are Contact Attributes?
Any additional information that you want to save about the user can be added in Contact Attributes.
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How do you add Contact Attributes?
When you click on the "Contact Attributes" button, a page will open to add the information. Enter Field Name and Field Value as given below.
Click on "Add Contact Attribute" if more rows have to be added.
Click "OK" to save the changes. This will navigate back to the user profile page. Save the user profile or invite the user as needed.
Can you invite users with only Authorized Representative role?
Users with only Authorized Representative role cannot be invited through Manage Users/Contacts. When the user details are created with only "Authorized Representative" role, the following error will be displayed on the page when the user is invited.
Note: However, users can be invited as Authorized Representatives from Manage Users/Contacts if they have other Business User role(s) such as HR Specialist/I-9 Specialist/E-Verify Specialist.
In this case, the user invitation can only be saved but inviting the user with exclusive Authorized Representative role is not possible. Users with exclusive Authorized Representative role can be invited only when an I-9 is assigned to them from I-9 Section 2/3. For more details, please click here.
When an I-9 is assigned and invitation is sent to an Authorized Representative from I-9 Section 2/3, the user details will be visible under Manage Users/Contacts as shown below. Through Manage Users, System Administrators can perform actions and manage the user account.
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The users logging in through SSO will have a "Add New User/Contact" button on the Manage User Setup page to add contacts. This option supports creating non-system users with contact details (email and Phone number) but no roles and security. It is useful when SSO users need to create non system users to add as support contacts in the organization. For details on adding non-system users please refer to the above sections.Value as given below.
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Click on "Add Contact Attribute" to add attributes.
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Click "OK". When the page navigates to the user page, save the changes.
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The information entered here can also be accessed or altered by navigating to the user page via Elastic Search.
Select "Contact Search" as Category and enter user name as the keyword in the "Keywords" field. Click Search. This will show the user details in search results page.
Click on the hyper link showing Contact ID/User Name.
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This will present the user details page as shown below. Click on the "Contact Attributes" button on top of the page to open the attribute details.
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The saved attribute values display on the page as given below.
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The users logging in through SSO will have an "Add New User/Contact" option enabled in Manage User Setup page to add contacts. This option supports creating non-system users with contact details (email and Phone number) but no roles and security. It is useful when SSO users need to create non system users to add as support contacts in the organization.
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Note that the security options are not displayed on the Invite/Edit User page. Enter user details, keep "System User" option unchecked and click Save.
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After save, the Contact ID is generated for the user.
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When searched for the contact in Manage Users/Contacts setup the user contact shows as below:
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If you want to add the user as support contact, use the above generated Contact ID in the Organization Management. For more details, please click here.
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