Skip to end of metadata
Go to start of metadata

You are viewing an old version of this content. View the current version.

Compare with Current View Version History

« Previous Version 40 Next »

Why does a System Administrator need to modify an existing User/Contact?

The System Administrator needs to modify Users when their personal information, roles, or security/access has changed. 

How does a System Administrator access the User's information?

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.

Manage Users/Contacts Page



Refer to the Add New User/Contact section for a description of the fields on the Invite/Edit User page.

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. 



Personal Information

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

FieldBehavior

First Name (Required)

  • Enter user's preferred first name

Last Name (Required)

  • Enter the user's preferred last name
Email ID (Required)
  • 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
Phone (Required)
  • Enter a valid phone number
  • User will need to verify this phone number as a part of the two step authentication
System User
  • 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.

FieldBehavior
Onboarding Roles

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.





FieldBehavior
Add
  • 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
Delete
  • Deletes that role
  • A user must have at least one Role assigned in order to save any changes
Roles
  • 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

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. 

FieldBehavior
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


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.

Security Group Look Up for Business Unit




Example: Security look up for Department




Security Groups defined for Department attribute



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.

Role TypeEffect of Security Lookup Fields

System Administrator

Process Administrator

Content Administrator

HR Specialist

Recruiter





What information can a System Administrator change?

This depends on the status of the invitation.

Invitation StatusWhat can be modified

Invitation Created

Invitation Launched

  • All fields including the personal information. roles and/or security are editable by the System administrator
Invitation Created




Invitation Launched




Invitation StatusWhat can be modified

Invitation In Progress

Invitation Completed

  • Email and Phone Number fields are read only
  • Email and Phone Number fields can be modified by the user on the My Profile page
  • Email and Phone Numbers require verification and only the user can verify
  • All other fields are editable by the System Administrator



Invitation In Progress







When the First Name, Last Name and roles are modified and saved on this page, this will reflect in the Manage Users/Contacts for that user.

Example: User information before edit

Invite/Edit User




Manage Users/Contacts



User information after edit:

Invite/Edit User




Manage Users/Contacts



The personal information can also be modified by the user through My Profile page. The changes made by the user to their personal information automatically reflect in this setup.

Personal Information modified & saved by the user in My Profile



The user will receive the following email notification with the changes made to their account details.




The changes reflect in Manage Users/Contacts page as below:

Manage Users/Contacts




Invite/Edit User




  • No labels

© Smart ERP Solutions, Inc.