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Table of Contents

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" is what allows the System Administrator to invite new users to the organization.  

Each Administrative User's different capabilities are shown in this chart.

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User Role TypeDescription
System Administrator
  • Able to invite users
  • First System Administrator must perform the Organization Onboarding
  • Has both the Process Administrator's and Content Administrator's areas of control
  • Acts as the connection between the organization and Smart ERP
Process Administrator
  • Able to perform all of the Content Administrator's actions
  • Configures the business process
  • Configures the business rules
Content Administrator
  • Imports and maintains all content added to the system
  • Ensures the correct content, policies, and information is being presented

Recruiter

HR Specialist
Help Desk Analyst
I-9 Specialist
  • Verifies the New Hire's employment eligibility information
E-Verify Specialist
  • Initiates and follows through the DHS E-Verification process
  • Both I-9 Specialist and E-Verify Specialists might be performed by the same person or group

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To be able to access the Add New User/Contact function, the Tenant Administrator must have completed his own personal Self Registration as well as the Organization Onboarding process.

Where is Add New User/Contact in the onboarding process?

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Only users with a Role Type of System Administrator can add new users or contacts to the system.

 

Role Types

Access

 

System Administrator

 

(tick)

HR Specialist

(error)

Help Desk Analyst/I-9 Help Desk

(error)

I-9 Specialist

(error)

E-Verify Specialist

(error)

How to Access Add New User/Contact

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Every action a user is able to perform can be found by using the Menu Icon.  The Menu icon can be found in the upper right hand corner of the screenpage.  On the Menu dropdown, select 'Manage Users/Contacts' under the 'Manage Users and Security' section.

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After navigating to the 'Manage Users/Contacts' page, click the Add New User/Contact button in the upper right hand corner of the screenpage.

Manage Users/Contacts Console

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The Invite/Edit User page is made up of 4 sections: Personal Information, Roles, Row Level Security and Authorized Lookup Security.  This information is also discussed in the Add New User/Contact documentation. 

Invite/Edit Tenant User Page

 

 

Personal Information 

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Field

Behavior

Company (Required)

Enter or Search for Full Company ID Number

Used to define the Company in which the user will be able to interact

Business Unit (Required)

Enter or Search for Full Business Unit ID

Used to define the Business Unit in which the user will be able to interact

Department (Required)

Enter or Search for Full Department ID

Used to define the Department in which the user will be able to interact

Location (Required)

Enter or Search for Full Location ID

Used to define the Location in which the user will be able to interact

 

When searching (clicking on the magnifying glasslookup), it pulls up a box. The fields are arranged in a tree structure allowing the System Administrator to define the scope of the new user to be as wide or as narrow as possible.

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Role TypeEffect of Security Lookup Fields
  • System Administrator
  • Process Administrator
  • Content Administrator

Will alter the values shown in the /wiki/spaces/SCONBD/pages/6481608719 tool

  • HR Specialist
  • Recruiter

Will alter the values shown on the New Hire Invitations

 

Listed are the different fields that are under authorized security lookup, but they are all optional to change from the most broad range of capabilities.

 

 

Field (Optional)*

Action

Reason

Regular/Temporary

Full/Part Time

Company

Business Unit

Department

Location

Operating Unit

Job Code

Employee Class

Appointment Type

Client ID

Paygroup

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 will default to the Root node of their respective tree.  By default a user will have access to all values.

Save and Invite

There are two ways that a System Administrator is able to invite a user to join the application:

Way to Invite User to systemDescription

Select 'Invite' at the bottom of the 'Invite/Edit User' page

Select 'Save' at the bottom of the 'Invite/Edit User' PageThis option should be used if you wish to add the user to the system, but you wish to launch the invitation at a later date

 

If you wish to launch the invitation at a later date, navigate to 'Manage Users/Contacts' and search for the user you saved.

Manage Users/Contacts Page

 

 

After locating the user you wish to invite, select the 'Actions' dropdown menu on the right hand side of the screenpage. From this dropdown, select Invite.

Invite Actions

 

 

 After confirming your selection, the invitation status of the user changes from "Invitation Created" to "Invitation Launched".

 

 

 

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