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 Administrators	Able to invite users First System Administrator must perform the Organization Onboarding Has both the Process Administrator's and Content Administrator's areas of control Acts as the connection between the Organization and Smart ERP
Process Administrator	Able to perform all of the Content Administrator's actions Configures the business process Configures the business rules
Content Administrator	Imports and maintains all content added to the system Ensures the correct content, policies, and information is being presented
Recruiters	Prepares offers to New Hires Invites New Hires to begin their onboarding process
HR Specialists	Invites New Hires to begin their onboarding process Reviews the information that the New Hires has provided Completes the required Human Resources activities
Help Desk Analysts	Monitors Onboarding 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 Specialists	Verifies the New Hire's employment eligibility information
E-Verify Specialists	Initiates and follows through the DHS E-Verification process Both I-9 Specialist and E-Verify Specialists might be performed by the same person or group

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
System Administrator
HR Specialist
Help Desk Analyst
I-9 Specialist
E-Verify Specialist

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
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 page. On the Menu dropdown, select 'Manage Users/Contacts' under the 'Manage Users and Security' section.

Menu Dropdown

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

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 page.

Manage Users/Contacts Console

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 User Page

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)	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 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 Access	Checked: Allows the new user access to the system Unchecked: The new user will not be able to operate inside the system, but can act as a contact

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:

Process Administrator
E-Verify Specialist
HR Specialist
HR Help Desk
I-9 Specialist
Recruiter
System Administrator
Content Administrator

Minimum Role Requirements

You must have at least one member in each of these roles in order to properly run and maintain the system:

System Administrator
HR Specialist
I-9 Specialist
E-Verify Specialist (if using E-Verify)

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 lookup), 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

*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
System Administrator Process Administrator Content Administrator	Will alter the values shown in the /wiki/spaces/SCONBD/pages/6481608719 tool
HR Specialist Recruiter	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)*
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
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

After locating the user you wish to invite, select the 'Actions' dropdown menu on the right hand side of the page. From this dropdown, select Invite.

Invite Actions

After confirming your selection, the invitation status of the user changes from "Invitation Created" to "Invitation Launched".

Smart Onboarding Documentation

.Add New User/Contact v1.3

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