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Table of Contents

What is Add New User/Contact?

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User Role TypeDescription
System Administrator
  • Able to invite Administrative and Business users
  • The first System Administrator must complete the Organization Onboarding
  • Can perform all activities that a Process Administrator or Content Administrator can perform
  • The first System Administrator acts as the connection between the organization and Smart ERP
Process Administrator
  • Configures the business process
  • Configures the business rules
  • Can perform all activities that a Content Administrator can perform
Content Administrator
  • Can add, modify, and remove content in the system
  • Ensures the correct content, policies, and information are available to be included in the onboarding process

Recruiter

HR Specialist
Help Desk Analyst
I-9 Specialist
  • Verifies the New Hire's employment eligibility information and documents
E-Verify Specialist
  • Initiates and manages the E-Verification process
Authorized Representative Remote I-9 User
  • Completes I-9 Section 2 on behalf of the employer

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The following fields can have authorized security lookup.


Field (Optional)*

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 systemDescription

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 you want to launch the invitation at a later time.


If you 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 Actions, then click Invite.

Manage Users/Contacts Page



 After confirming your selection, the status of the user's invitation changes from "Invitation Created" to "Invitation Launched", and an email is sent to the user to begin their onboarding.




What are Contact Attributes?

Any additional information that you want to save about the user can be added in Contact Attributes.




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" to add attributes.




Click "OK". When the page navigates to the user page, save the changes.




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.




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.




The saved attribute values display on the page as given below.




How do users logging in through SSO add new users/contacts?

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.




Note that the roles and security options are not displayed on the Invite/Edit User page. Enter user details, keep "System User" option unchecked and click Save.




After save, the Contact ID is generated for the user.




You can also search the contact in Manage Users setup as shown below.




You can use the above generated Contact ID in the Organization Management if you want to add the user as support contact.




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