This feature is helpful for System Administrators to access and manage user information within their organization. Users are members of the organization responsible for maintaining the system and engaging with New Hires. From the Contact Search results page, System Administrators can perform various actions, such as adding new roles to users, updating existing user details, and managing user accounts.

How do you access Contact Search?

Click on the Keyword Search icon. Select "Contact Search" as the Category and enter a search keyword. In this case, "All/all" keyword is entered. The, click the "Search" button.

The results for the search shows on the page.

Who can access Contact Search category and their related actions?

System Administrators are the only users who have access to Contact Search category and their related actions.

What can a System Administrator do on the Contact Search results page?

The System Administrator can update user information and perform actions. The available actions in the search results will vary based on the user’s invitation status. Click the Contact ID/User Name link to view the user details.

User details can be updated as needed on this page and then saved.

How to export Contact Search results?

If the logged-in user's role is configured for data export, an "Export to Excel" button will appear in the top-right corner of the Contact Search results. Clicking this button allows the user to download the data displayed on the search results page as an Excel file to their local computer.

Below is a sample of the downloaded Excel file. The information displayed on the search results page will appear as columns in the file, with the search keyword shown in the top row.

Note that only the top 50 results will be displayed on the search results page and hence the downloaded Excel file is limited to a maximum of 50 rows.

When no results are found for the search, clicking on the "Export to Excel" button will display the following error message.

How do you check the account status of the users?

The "Account Status" facet can be used to know the users account status and their total numbers. In this example, you can see the number of users with status of "Active", "Locked" and "Not Registered". Click on any of these links to see their names and details.

The below example shows the details of user/users with their account status locked.

What actions can you perform in Contact Search?

The actions available from the Contact Search results may vary depending on the user's onboarding invitation status.

Invitation Onboarding Status = "Invitation Created".

To see actions, click on the three dots "..." for the selected contact. Here the user's invitation has been created but not yet launched. Hence the "Invite" action is provided to launch the invitation email.

Note: Users assigned only the "Authorized Representative" role cannot be invited using the Contact Search action menu. If a user's details are created with only the "Authorized Representative" role, an error will appear when attempting to send the invitation. However, users can be invited if they also have additional Business User roles, such as HR Specialist, I-9 Specialist, or E-Verify Specialist, in combination with the Authorized Representative role.

Invite

When "Invite" is clicked, a popup message displays as below to confirm sending an onboarding email invitation to the user. Click "Yes" on the message to continue.

After sending the email, a message confirms that the email has been sent. 

The email sent to the user looks like below. By clicking on the "Start Onboarding" link given in the email the user can create User ID and Password for the system login.+

For more information on self registration process, please visit Invitations, Self Registration and Initial Login page.

Invitation Onboarding Status = "Invitation Launched".

After sending an email invite to the user, the status of the invitation changes to "Invitation Launched".

Before the user self registers the "Resend Registration" option will show in the actions menu in case the email invitation has to be sent again.

Resend Registration

This option resends self registration link in the email invitation to the user to create their account, if they have not registered before the specified time. Click "Yes" on the message to continue.

After sending the email, the message displays as below. Click "Close".

Invitation Onboarding Status = "Invitation In Progress".

When the user completes self registration, the status of the invitation changes to "Invitation In Progress".

In this case, the user has been self registered but the user onboarding is not yet completed. The actions that can be performed from here are "Reset Password" and account "Lock".

Reset Password

This option can be used if the user password requires reset. 

Click "Yes" on the message to continue. This sends the password reset link to the user's registered email.

After the email is sent, a message displays as below. 

The email sent to the user looks like below. By clicking on the "click here" link, the user can open the page to reset the account password.

When the Reset Password page opens, the user must enter the desired password in the New Password and Confirm Password fields, then click the "Reset Password" button.

The following message displays the password has been successfully changed.

Upon successful password update, the user will receive the following email.

Lock/Unlock

To lock/unlock an user's account, the user invitation must have been launched. User invitations with "Invitation In Progress" and "Invitation Completed" status will have the account "Lock" option available in their related actions.

To confirm the user's account lock, click "Yes" on the below message.

After the account is locked, the following message displays and an email will be sent to the user's registered email address.

Given below is the sample email sent to the user.

The locked user can be seen under the list of "Locked" Account Status. 

When the account is locked, the user will not be able to login into the system.

For an user account with the locked status, you will see the account unlock option available in the related actions. To unlock the account, click on the "Unlock" option.

Click "Yes" on the message to confirm unlock action.

The following message displays confirming the account is unlocked. 

An email will be sent to the user to let them know that their account has been unlocked and they can access the system.

Invitation Onboarding Status = "Invitation Completed"

When the onboarding process is completed, the status of the invitation changes to "Invitation Completed".

The actions available for a completed invitation are shown below. For details on performing these actions, please refer the above section.