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Why does a System Administrator need to modify an existing User/Contact?
The System Administrator needs may need to modify Users user/contact details when their personal information, roles, or security/access has changed.
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The System Administrator uses the Manage Users/Contacts page to access the User's information. Click the user name link to make changes to the selected user's information.
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| Manage Users/Contacts Page |
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Refer to the Add New User/Contact section for a description of the fields on the Invite/Edit User page.
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What information is available on the Invite/Edit User page?
Row Level Security
The System Administrator is required to fill out all fields in the Row Level Security section. These define the range of the new user’s interactions. These fields will determine the consoles that appear in the 'Authorized Security Lookup' section.
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- Enter or Search for Full Company ID Number
- Used to define the Company in which the User will be able to interact
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- Enter or Search for Full Business Unit ID
- Used to define the Business Unit in which the User will be able to interact
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- Enter or Search for Full Department ID
- Used to define the Department in which the User will be able to interact
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- Enter or Search for Full Location ID
- Used to define the Location in which the User will be able to interact
In the lookup any Security Group that has been defined for the corresponding attribute can be specified. This allows the System Administrator to define the scope of the new user to be as wide or as narrow as required.
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Authorized Lookup Security
The System Administrator has the option to fill out any and all of the fields in the Authorized Security Lookup. This section displays Security Groups similar to the Row Level Security. By selecting certain values, you can alter what certain Users are able to see when they are performing their roles in the Smart Onboarding system.
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System Administrator
Process Administrator
Content Administrator
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- Will alter the values shown in Process Revisions
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HR Specialist
Recruiter
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- Will alter the values shown on the New Hire Invitations
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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.
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Personal Information
The System Administrator is required to enter all of the following personal information for the new user.
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First Name (Required)
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- Enter user's preferred first name
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Last Name (Required)
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- Enter the user's preferred last name
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- Enter a valid email address
- Used in order to send the appropriate onboarding email
- User will need to verify this email address as a part of the two step authentication
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- Enter a valid phone number
- User will need to verify this phone number as a part of the two step authentication
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- Checked: Allows the new User access to the system
- Unchecked: The new User will not be able to operate inside the system, but will act as a contact
Onboarding Roles
The System Administrator is required to define the Role Type of the new user.
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Defines the Role Type of the new Business User:
- Content Administrator
- E-Verify Specialist
- HR Specialist
- Help Desk Analyst
- I-9 Specialist
- Process Administrator
- Recruiter
- System Administrator
- Authorized Representative Remote I-9 User
*Note: A detailed list of each User Type can be found here.
You can assign as many roles to the user as you want for each product.
To add, delete or change roles for a user, click on Add or Delete. Use the drop down to change an existing Role to a new Role without adding or deleting Roles.
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- Adds a new row and allows you to assign a separate role for the user
- If a user has more than one role assigned they will have to choose which role they want to start with at sign on and can switch to the other role at anytime in they need to perform an action with the other role
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- Deletes that role
- A user must have at least one Role assigned in order to save any changes
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- Use the drop down to choose a Role
- If the user is simply changing Roles, use the dropdown to pick the new Role for this user
- i.e. Change the user from a Process Administrator to a System Administrator
. For more details on these sections, please click here.
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What information can a System Administrator change?
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| Invitation Status | What can be modified |
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Invitation Created Invitation Launched |
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| Invitation Created |
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| Invitation Launched |
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| Invitation Status | What can be modified |
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Invitation In Progress Invitation Completed |
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| Invitation In Progress |
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| Invitation Completed |
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When the First Name, Last Name and roles are modified and saved on this page, this will reflect in the Manage Users/Contacts setup for that user.
Example: User information before edit
| Invite/Edit User |
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| Manage Users/Contacts |
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User information after edit:
| Invite/Edit User |
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| Manage Users/Contacts |
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So far, we have seen the examples of System Administrators updating the user information through Manage Users/Contacts page.
In addition to this, users also have the ability to updated their own personal information through My Profile page. The changes made In this example, the highlighted information is updated by the user to their personal information automatically reflect in this setupthrough their My Profile.
| Personal Information modified & saved by the user in My Profile |
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The user will receive the following email notification with once the changes made to their account detailsare made and saved.
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The changes made to the personal information will reflect in Manage Users/Contacts page as below:shown below. By clicking on the user name, the other details of the user can be viewed.
| Manage Users/Contacts |
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| Invite/Edit User | |
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How to add Authorized Representative role to an existing system user?
Users with only Authorized Representative role cannot be invited through Manage Users/Contacts. For more details, please click here.
However, if the user is an existing system user, the Authorized Representative role can be added to their profile as shown below:
Click the user name link to make changes to the selected user's information.
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Click on "Add" to add a new role to the user for Onboarding/I-9 Process.
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In the dropdown, select "Authorized Representative" role and save.
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The user will now have Authorized Representative added to their existing roles.
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