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 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 Role Types

User Role Type	Description
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	Invites New Hires to begin their onboarding process
HR Specialist	Invites New Hires to begin their onboarding process Manages the New Hires onboarding process Reviews the information that New Hires provide Completes required Human Resources activities
Help Desk Analyst	Assists New Hires with problems in their onboarding process using the Help Desk Console Resend a user's Login information email Lock/Unlock a user's Account Reset a user's Password Reset a user's e-PIN
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

To be able to 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 Add New User/Contact function enabled in their Manage User setup page so that they can add non system user contacts in their organization. For details please refer last section of this page.

Where is Add New User/Contact 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.

Role Types	Add New User/Contact
System Administrator

How do you 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
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'.

Menu

Access Via Quick Links:

On the 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 current user.

Home Page with Quick Links

Manage Users/Contacts Console

After navigating to the 'Manage Users/Contacts' page, click the Add New User/Contact button.

Manage Users/Contacts Console

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.

Invite/Edit User Page

Personal Information

The System Administrator is required to enter the following personal information for the user.

Field	Required	Behavior
First Name	Yes	Enter the user's preferred first name
Last Name	Yes	Enter the user's preferred last name
Email ID	Yes	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	Yes	Enter a valid Phone Number The User must verify this phone number as a part of the two step authentication, if it is implemented
System User		Checked: Allows the user can perform activities in the system Unchecked: The user cannot perform activities in the system, but can act as a contact

Onboarding - Roles / Smart I-9 E-Verify Roles

The System Administrator is required to define the Role Type of the user: A user can be assigned multiple Role Types.

Field

Behavior

Smart Onboarding - Roles (Required)

Defines the role of the user:

System Administrator
Process Administrator
Content Administrator
Recruiter
HR Specialist
I-9 Specialist
E-Verify Specialist
Help Desk Analyst
Authorized Representative Remote I-9 User

Minimum Role Requirements

Each of these 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)

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.

Field	Behavior
Company (Required)	Enter or Search for the Security Group that is associated with the Company attribute Used to define the Company(s) with which the user will be able to interact
Business Unit (Required)	Enter or Search for the Security Group that is associated with the Business Unit attribute Used to define the Business Unit(s) with which the user will be able to interact
Department (Required)	Enter or Search for the Security Group that is associated with the Department attribute Used to define the Department(s) with which the user will be able to interact
Location (Required)	Enter or Search for the Security Group that is associated with the Location attribute Used to define the Location(s) with 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 user to be as wide or as narrow as required.

Security Group Look Up for Business Unit

*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 Type

Effect of Security Group Lookup Fields

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

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 system	Description
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

Click on 'Yes' to confirm the action.

This confirms the onboarding invitation is sent to the user.

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.

The user will receive the following email for self registration. By clicking on 'Start Onboarding' link the user can register and create their login account.

Enter User ID and Password and click on 'Register Now' to create account login.

The following message confirms the account is created.

Once the self registration is completed, the onboarding status of the user in Manage Users/Contacts shows as 'Invitation In Progress'.

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.

Set up the security challenge questions and click on 'Continue'.

The welcome page shows as below. Click on 'Get Started'.

Acknowledge and complete Electronic Disclosure.

This completes User Onboarding. Logout and log back in to access the system.

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.

After logging in, the user can start using the system features specific to their role.

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 in Manage Users/Contacts?

A non-system user cannot perform any activities in the system, but can act as a 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.

In 'Invite/Edit User' page, enter the user details, uncheck 'System User' checkbox and save. There is no need to enter the user roles for non-system users.

This generates a Contact ID for the user as shown below:

Manage Users/Contacts

Invite/Edit User page

Now, add the above generated Contact ID in 'Support Contact' field in the Organization Management and save.

This adds the user as support contact in the organization and the name, phone number and email information associated with the user will be shown in emails sent out by the system.

Example: Email sent out to the user when password is successfully changed

Another example of adding non-system user with First Name as 'Human Resource' and Last Name as 'Department' is given below.

The Invite/Edit user page after entering the details looks like below.

After saving, the contact ID gets generated for the user.

Manage Users/Contacts

Invite/Edit User page

Add the above generated Contact ID in 'Support Contact' field in the Organization Management and save.

Now, the new user is added as support contact in the organization and user details (name, phone number and email) are shown in the system emails.

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 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.

.Add New User/Contact v1.9