The is useful for Help Desk Analyst's who help New Hires with their account login issues. Using Manage Accounts in Elasticsearch, Help Desk Analysts can view New Hire's invitation data and perform account related actions such as re-sending email to login, resetting password/e-PIN, and locking or unlocking account.

Who can access Manage Accounts category in Elasticsearch?

Smart Onboarding users with Help Desk Analyst roletype can access manage Accounts in Elasticsearch.

How do you access Manage Accounts?

Click on the Elasticsearch icon. Enter Manage Accounts in the Category and enter the search keyword. In this case, Account Status "Active" is entered as the search keyword.

If you are not sure about the keywords, please click on the help icon to see the list of options that you can use.

When the Help page opens, click on the "Manage Accounts" link under search categories.

This displays the list of keywords and their description.

After entering the search keyword, click on "Search" button. The search results page displays as below.

Here, the user will be able to perform user account login actions on the New Hire invitations.

How do you access invitation details?

To access the invitation details, click on the Invitation ID link. This opens the invitation summary & invitation details of a New Hire's process.

On the invitation summary page, click on the Invitation ID link to navigate to review invitation.

This opens the New Hire's invitation details.

How do actions differ with the invitation status?

Depending on the invitation status, the actions that can be performed from Manage Accounts differ.

To access the related actions, click on the image showing "...". Click on any action that you would like to perform. The page navigates to the related page.

When the invitation status is "Invitation Launched":

When the New Hire's invitation is in "Invitation In Progress":

When the New Hire's invitation process is in "Invitation Completed" status:

When the New Hire's invitation is terminated:

What actions can you perform from Manage Accounts?

The following actions can be performed from the Manage Accounts -

View Attributes

Access Manage Accounts actions and click on "View Attributes".

The attribute details that was entered during invitation creation can be viewed here.

Review Invitation

Access Manage Accounts actions and click on "Review Invitation".

This action opens the New Hire's invitation details.

Revise Start Date

Use this option to revise the invitation start date. You can revise the invitation start date until "Submit to HR" activity is completed for a New Hire's process.

Modify the start date as shown below and click "OK".

The Start Date is successfully updated. Click "Close" on the message and refresh the search results.

The invitation link on the search results page indicates the start date has been revised.

Reset Password

Use this option if the New Hire's account password has to be reset. 

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

After sending the email, the following message displays on the page. Click "Close".

The email sent to the New Hire looks like below. The New Hire has to click on the link provided in the email to reset their account password.

Enter new password, confirm password and click "Reset Password".

The below message shows the password is reset.

After password is reset, an email is sent to the New Hire informing account password change.

Reset e-PIN

You can see this option only when e-PIN is enabled in the Authentication Preferences.

Click on "..." to access Manage Accounts actions and select "Reset e-PIN".

Click "Yes" to confirm e-PIN reset.

The following message will be displayed indicating that an e-PIN reset link has been emailed to the user.  Click Close.

Given below is the sample email sent to the user. Click on the link provided in the email to reset your e-PIN.

Enter the values of New e-PIN and Confirm e-PIN.  Click on Reset e-PIN button.

The following will be displayed after the account e-PIN is successfully changed.

Lock User Account

To lock/unlock a New Hire's account, the New Hire's invitation must have been launched.

Click "OK" on the message. This locks the New Hire's account and sends a notification to the registered email.

A message confirms the New Hire's account is locked.

The email sent to the New Hire looks like below. 

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

To unlock the New Hire's account, access the New Hire's invitation via Manage Accounts and select "Unlock User Account" option in actions.

Click "OK" on the message to confirm the New Hire's account unlock.

A message confirms the New Hire's account is unlocked. Click "Close".

The email sent to the New Hire looks like below. This shows the account is unlocked.

Update Profile Email

Use this option if you have to update the New Hire's preferred or secondary email.

Modify/add the email address details and click "Update". 

Click "Yes" to apply the changes.

This confirms the email address details are updated.

The following is an example of the notification sent to the New Hire with the updates done to the email accounts.