What is Add New User/Contact?
"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.
User Types
| User Role Type | Description |
|---|---|
| System Administrator |
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| Process Administrator |
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| Content Administrator |
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| HR Specialist |
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| Help Desk Analyst | |
| I-9 Specialist |
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| E-Verify Specialist |
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System Administrators are unable to launch the onboarding process for New Hires, they can only launch the onboarding process for Users.
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?
Once the first System Administrator has completed the Organization Onboarding, new users can be added into the system. The organization will need to determine the users they wish to administer the onboarding process.
Why are Users needed in the business process?
Users are needed in order to perform the various duties within the Smart Onboarding Application. Each user has a different set of responsibilities and capabilities inside the application. For example, Recruiters are needed in the system to send out invitations to New Hires while I-9 Specialists are needed in order to validate the New Hire's eligibility to work in the United States.
Who has access to Add New User/Contact?
Only users with a Role Type of System Administrator can add new users or contacts to the system.
Role Types | Access |
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How to Access Add New User/Contact
There are two ways to Access Add New User/Contact 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 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 screen. On the Menu dropdown, select 'Manage Users/Contacts' under the 'Manage Users and Security' section.
| Menu Dropdown |
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Access Via Quick Links:
From the delivered System Administrator home page, you can select 'Manage Users/Contacts' through the Quick Links bar located below the banner photo. These links change depending on the Role Type of the currrent user.
| Home Page with Quick Links |
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Manage Users/Contacts Console
After navigating to the 'Manage Users/Contacts' page, click the Add New User/Contact button in the upper right hand corner of the screen.
Manage Users/Contacts Console |
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What makes up the Invite/Edit User page?
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 |
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Personal Information 
The System Administrator is required to enter in all of the following personal information for the new user.
Field | Behavior |
|---|---|
First Name (Required) |
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Last Name (Required) |
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Email ID (Required) |
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Phone (Required) |
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| System Access |
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Smart Onboarding Roles 
The System Administrator is required to define the Role Type of the new user: A user may have multiple Roles.
Field | Behavior |
|---|---|
Smart Onboarding Roles (Required) | Defines the Role of the new User:
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| Minimum Role Requirements | You must have at least one member in each of these roles in order to properly run and maintain the system:
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Row Level Security 
The System Administrator is required to fill out all fields in the Row Level Security Section. These help define the range of the new user’s interactions. These fields will determine the consoles that appear in the 'Authorized Security Lookup' section.
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 glass), 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.
| Search Box |
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*Note: All fields will default to the Root node of their respective tree. By default a user will have access to all values.
Authorized Security Lookup 
The System Administrator has the option to fill out any and all of the fields in the Authorized Security Lookup. This section is arranged in a tree structure just as the fields in 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.
| Role Type | Effect of Security Lookup Fields |
|---|---|
| Will alter the values shown in the /wiki/spaces/SCONBD/pages/6481608719 tool |
| 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)* |
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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 |
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 system | Description |
|---|---|
Select 'Invite' at the bottom of the 'Invite/Edit User' page |
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| Select 'Save' at the bottom of the 'Invite/Edit User' Page | This 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 |
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After locating the user you wish to invite, select the 'Actions' dropdown menu on the right hand side of the screen. From this dropdown, select Invite.
| Invite Actions |
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After confirming your selection, the invitation status of the user changes from "Invitation Created" to "Invitation Launched".
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