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 Roles

User Roles	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.

Why is Add New Users/Contacts used 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.

Note: Users logging in through SSO will also have the "Add New User/Contact" button enabled on their Manage User setup page so that they can add non system users with no roles and security in their organization. It is useful when non system users are needed to be added as support contacts in the organization. For more information on adding users with no roles assigned, please refer to the next sections.

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.

While filling this form, make sure the required fields are entered.

Invite/Edit User Page

The validation messages trigger if any of the required field is not entered.

The fields in each section of the Invite/Edit page are explained in detail below:

Personal Information

The following personal information must be entered for the user.

Field	Required	Behavior
Contact ID	-	"NEXT" by default. Will have a value assigned once the contact is created
System User	Optional	Checked by default Checked: The user can perform activities in the system Unchecked: The user cannot perform activities in the system, but can act as a contact
Group	Yes	Can be used to classify whether the user falls into a specific group "Ungrouped" by default
Account Locked?	-	Will be checked/unchecked automatically based on user's account status Checked if the user account is locked and unchecked if unlocked
First Name	Yes	User's first name
Last Name	Yes	User's last name
Email ID	Yes	User's email contact Will be used to send the onboarding invitation The User must verify this phone number as a part of the two step authentication, if it is implemented
Phone	Yes	User's telephone contact. The default country code is set to "001" (USA) but can be updated for phone numbers from other countries. The User must verify this phone number as a part of the two step authentication, if it is implemented

Enter all fields in the Personal Information section

Below are some validation messages you may encounter due to the validations applied to the fields in the Personal Information section:

The values entered in the fields are validated and appropriate messages are displayed when the value entered in the fields are invalid.

Few of them are given below:

When Invalid characters are entered in First Name/Last Name

When the entered email address is not in the correct format:

when '@' or '.' is missing in the email address

when a character is missing between '@' and '."

when only one character exists after '.'

when invalid characters entered in the email domain

Invalid character found in the email address

When two '@' signs are entered

When the entered phone number is not in the correct format:

Characters are included in the phone number

Phone number is less than 10 digits

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

The following role or roles must be defined for the user.

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

A user can be assigned more than one role from the above list.

Minimum Role Requirement: Each of these following 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)

When "System User" is checked, a role must be assigned to the user. Otherwise, an error message displays as below:

Note: System users can also be added by selecting "No Role Assigned" option when creating an invitation. Later, the user's profile can be modified to add the onboarding/Smart I-9 E-Verify roles. For more details on modifying the user's profile, please click here.

Since the user has no roles assigned to his/her profile, the user will not see any activities when logged in after completing their self-registration.

If the user need to complete their pre-boarding activities, they need to click on the user name on the top right corner of the menu and select "My User Onboarding" option.

The user will be able to complete the pre-boarding activities, but cannot perform any tasks until a role is assigned to them.

Row Level Security

The data appearing in consoles for the user will be determined based on the security group assigned here for the attribute.

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 defined for the corresponding attribute can be selected. This allows the System Administrator to specify the scope of the user's data access as needed.

*Note: All fields default to allowing access to all values.

Authorized Security Lookup

The System Administrator can enter a value for any field in the Authorized Security Lookup section. This section uses Security Group lookups, similar to the fields in Row Level Security. If a value is entered, the user will only see attribute values associated with the specified Security Group when prompted for that 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 launch the invitation at a later time.

Note: In SSO based Organizations (users logging in through SSO), the users will not have the ability to invite users through Manage Users/Contacts but can create non-system users. For more details on creating non-system users, please click here.

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 on "Actions", and then click "Invite".

The Onboarding Status for the invitations that are not launched will be in "Invitation Created" status.

Click on 'Yes' to confirm the action.

The following message confirms the invitation is sent to the user.

After the invite is sent, the Onboarding Status on the user's invitation changes from 'Invitation Created' to 'Invitation Launched'.

The email received by the user will be as follows. By clicking on 'Start Onboarding' link the user can self register and create their login account.

How a user can complete Self Registration & User Onboarding?

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

The following message confirms your account has been created.

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

Now, the user can use the newly created credentials to log in to the system.

Upon the initial login, the user must complete the User Onboarding process. This is a one-time setup, and access to the system will only be granted after the onboarding is successfully completed.

The user may encounter additional verification steps (Challenge questions, two factor authentication or e-Pin verification) in case the fields are enabled in

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

The user may be prompted to complete additional verification steps such as challenge questions, two-factor authentication, or e-PIN verification if these options are enabled in the Authentication Preferences.

After successful authentication, the Welcome page is displayed. Click the "Get Started" button to proceed.

In the next step, acknowledge and complete the Electronic Disclosure.

This completes the User Onboarding process. Log out and sign in again to access the system.

The user will receive the following email after completing the User Onboarding. By clicking on the link provided in the email, the user can login into the system to access their tasks. Note: If the user is the initial System Administrator for the organization, then the user must also complete Organization Onboarding after completing their User Onboarding process. For more details on this process, please click here.

The onboarding status in the Manage Users/Contacts console now updates to "Invitation Completed" for the user.

After logging in, the user can begin using the system features assigned to their role. If the user has been assigned multiple roles, a dropdown menu will appear, allowing them to select the desired role.

How to add a non-system user in Manage Users/Contacts?

A non-system user cannot perform any activities within the system but can serve as a contact for the organization. When this user's Contact ID is added as a support contact in the Organization Management setup, their information (name, phone number, and email) is included as the contact details in system-generated emails sent to users.

To create a Contact ID for this user, first add them in Manage Users/Contacts, then designate them as the support contact in the Organization Management setup.

To add a user contact, 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 required user details (First Name, Last Name, Email ID and Phone). Note: If invalid values are entered in these fields, the corresponding validation messages trigger on the page.

After entering the user details, uncheck 'System User' checkbox and save. There is no need to enter the user roles for non-system users.

The Contact ID for the user will be generated.

Invite/Edit User page

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

A sample email is given below:

What are Contact Attributes?

In addition to the information entered on the user page, any extra details about the user can be added in Contact Attributes.

How do you add Contact Attributes?

Clicking the Contact Attributes button opens a page where you can add the Field Name and its corresponding value. Enter the required information in these fields.

If more values are to be added, click on "Add Contact Attribute".

Click "OK" to save the values. When the page returns to the user page, save the changes.

The information entered here can also be accessed or updated by navigating to the user page through Keyword Search using the Contact Search category.

Select Contact Search as the category and enter the user’s name in the Keywords field. Click the Search button. This will display the user details on the search results page.

Click the hyperlink showing the Contact ID/User Name to open the user page.

This will open the details of the corresponding user. 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 can users logging in via SSO add new users or contacts?

Users logging in through SSO will have the “Add New User/Contact” option enabled on the Manage User Setup page to add contacts. This feature allows them to create non-system users by entering contact details such as email and phone number, but without assigning roles or security permissions.

This is especially useful when SSO users need to create non-system users to serve as support contacts within 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 save the changes.

After save, the Contact ID is generated for the user.

The user contact will be available in the Manage Users/Contacts setup:

If you want to add the user as support contact, use the above generated Contact ID in the Organization Management. For more details, please click here.

How do you add a new value to an attribute type and assign it to a user?

The steps include adding a new value for the required attribute type such as Company, Location, or Department, then creating a Security Group for that attribute and assigning it to the user. This ensures the user can view data rows associated with that Security Group in the consoles and perform tasks such as those in the My Tasks console specific to the assigned Company or Location.

The detailed steps are provided below:

1. Add a new value for the required attribute such as Company, Location, or Department etc, using an Attribute Revision, and apply the changes.

2. Create a Security Group for the corresponding attribute to ensure the newly added value appears in the attribute lookup prompt for assigning it to the user.

3. Add a new user if the newly added attribute needs to be assigned to a new user, or modify an existing user if it needs to be assigned to someone already in the system.

In the user details, go to the Row Level Security section and use the lookup prompt for the corresponding attribute. Select the newly added attribute value, which was included in the Security Group created in the previous step.

Save the user details to apply the changes. Based on the assigned security, the user will see only the rows corresponding to the selected attribute value in the consoles.