What are Attribute Preferences?

The Attribute Preferences page allows users to manage the attributes used in the Smart Onboarding process. Users can customize these attributes according to their preferences. On the Attribute Preferences page, users can activate or deactivate attributes, rename them for their organization, select attributes to control homepage category-driven content, make attributes available for row-level security, and specify attributes that allow adding an address on their attribute information page. For more details on the things that you can do through Attribute Preferences, please follow the sections provided below.

What are attributes?

Attributes are basic data elements in the Smart Onboarding system. The values of attributes are used to control access within the system, and can be shown on pages and in emails generated in the system.  You can also define your own attributes that can be used for these purposes.

See Attributes page for more information.

Who can access the Attribute Preferences page?

Users with the System Administrator or Process Administrator role can access the Attribute Preferences page.

How do you access Attribute Preferences?

Click the menu icon on the left, then select "Attribute Preferences" under Preferences from the navigation menu.

How do you deactivate an attribute?

If you do not need an attribute that is provided, you can deactivate it in the Attribute Preferences.  

To deactivate the attribute(s), uncheck the checkbox under the "Active" column for those attributes and save the changes.

In this example, the attributes that are deactivated are highlighted below. 

Attributes that are deactivated at the Organization level will have an inactive status in the process-level Attribute Preferences and will not appear on the Invitation & Complete Job Details pages.. For more details on Process level Attribute Preferences, please click here. The deactivated attributes can be activated again when needed. To make the attributes active, check the "Active" checkbox for those attributes and save the changes again.

How do you change the name of an attribute for your organization?

You can change the default name of an attribute by entering the new text under the "Override Label" column and save the changes.

In this example, the label for the Business Unit is changed to "Division".

The Business Unit will display as "Division" throughout the system wherever it is visible on pages. Few examples are given below:

Example of overridden labels in Keyword Search

In this example, the label for the Company attribute is modified to "Customer". The modified label will reflect in all keyword Search category search pages wherever Company attribute is visible.

Keyword Search Invitations:

Keyword Search My Tasks:

Drill down to the HR Tasks (Example: E-Verify)

Keyword Search I-9 Status

Keyword Search I-9 Compliance

Keyword Search E-Verify Console

Keyword Search Employee I-9 Life Cycle

What attributes can you use to control homepage category-driven content?

Homepage category-driven content lets you choose an attribute to customize homepage content based on its value. For instance, if you want to display different images on each company's homepage, you can achieve this through an Attribute Revision. To enable homepage customization based on an attribute's value, select the attribute on the Attribute Preferences page. If you prefer not to use this customization, simply deselect the attribute.

The attributes that you can use to control the homepage category-driven content are:

• Company
• Business Unit
• Department
• Location

The following shows what homepage category-driven content customization looks like when using an Attribute Revision. Click on the "Manage Homepage Content" icon.

Choose an user role, click on the content category and add the content.

On the Attribute Preferences page, you can deselect any attributes to prevent them from controlling the homepage category-driven content.

After selecting or deselecting attributes, be sure to click "Save" at the bottom of the page to apply your changes.

What attributes are available for Row Level Security?

Row Level Security determines which particular Business User can see what range of new hires. For example, if you limit an HR Specialist to be in-charge of only California Operations under Business Unit, that HR Specialist will not be able to process New Hires who are under another Business Unit, such as Florida Operations.

Row Level Security specification is available for the following attributes:

• Company
• Business Unit
• Department
• Location

As a System Administrator, this is seen when inviting a Business User:

On the Attribute Preferences page, under the "User Security Allowed" column, select or unselect any of the four attributes.

Scroll down and click the "Save" button.

If User Security Allowed is checked for an attribute and saved, the attribute will be marked as required on the invitation and Complete Job Details (CJD) pages.

Once the attributes are checked and saved in this setup, the configuration will also reflect in the Attribute Preferences at the process level.

In this example, "User Security Allowed" is checked for the "Department" attribute and the configuration is saved.

Create a new Process Revision or open an "In Progress" Process Revision. Click on the "Configure Attribute Preferences" link.

For the Department attribute, you will notice that the Invitation, CJD Field and the Required fields are checked and in read only mode. These fields are not allowed for unchecking.

They can be modified only if the "User Security Allowed" checkbox is unchecked for the corresponding attribute in the organization Attribute Preferences setup.

Note: If a Process Revision is in-progress, the system will not allow you to change the "User Security Allowed" option for attributes on the organization Attribute Preferences page. An error message will be displayed as below if you check/uncheck the checkbox.

How do you allow an address to show on an attribute's page?

If you want to change a base address, you can create an Attribute Revision and input a different address. However, to either prevent change or the need to use the address, you can hide the address on an attribute's page.

This is allowed for three attributes:

• Company
• Location
• Tax Location Code

This is an example of an Attribute Revision with address included for Tax Location Code:

The attribute information page with address included is shown below.

To display/hide the address on the Attribute Information page, select or deselect the checkbox for the corresponding attribute under the "Allow Address" column, and then save the changes.