Profiles

This Administrative function allows you to maintain security access information for Profiles in the system.

A Profile is a special kind of User ID that can be linked to other User IDs. The purpose of the profile is to replace the need to create Security function permissions on a User by User basis. A Profile can be linked to several Users to give them identical access.

For more information about establishing security in Encompassing Visions see Common User Scenarios.

Tip: Use of profiles to define access levels can greatly reduce the amount of administrative maintenance required for User IDs by removing the need to assign access levels for every Security Function to every User. To change what a User can access, you can simply change which profile is linked to their User ID in User Details. We have provided what we feel are the most common security groupings in our default profiles (see Common User Scenarios), but you may customize these to meet the needs of your organization. We encourage all organizations to use profile based security, and we recognize that the task of manually assigning a profile to each user in your system may be time consuming. The Encompassing Visions Support Staff are available to automate the initial link of existing Users to a profile. Please contact our Support Staff for assistance (techsupport@encv.com).

Profilesscreen2 OR Admindomain (If the Domain policy is set to 'Yes')

From the Main Menu move the mouse over Administration and click the System Setup function Profiles:

Profilesscreen

•Click the column heading (Profile ID, Profile Name, Description) to sort the user list by that field.

•The system default profiles were named so that they would sort users with the lowest level of access to the top of the list (ascending alphabetically).

Newest Profiles

Newprofiles

A5Comp default Profile

With version 9.3, the Profile for Supervisors and Leads (the A5Comp profile) has been updated to reflect the most common screens and functionalities that a Supervisor (Lead) would need. All new client builds will have this profile set as the default, and our recommendation is that all Users except Administrative Users should be assigned an A5 profile. Administrative Users should be assigned an A7 profile giving them full access to all areas of the application.

Note: With Version upgrades, your previous User profiles remain unchanged. In Version 9.3, the A5 profile settings have changed considerably. We strongly recommend for all non- Administrative users that the A5 profile settings in your software be updated to reflect the settings as outlined for A5 in the Help “Common User Scenarios” section.

Add a Profile

•Click to open the Add New Profile screen.

NewProfile

•Add Profile ID. The Profile ID is a primary key and can not be changed.

•Add Profile Name. Tip: When deciding what to enter in the Profile Name field, think about the sort order you want for the Profiles shown on the Profile list and what order the Users will be sorted by when you sort by Profile. The default Profiles created by Encompassing Visions were named so that they would sort users with the lowest level of access to the top of the list (ascending alphabetically).

•Add Description. It's helpful to add a detailed description indicating who (Employee classification) the profile has been created for and/or what the profile allows the User to do.

•Assign the access level for each element in the Profile.

Access level is the level of security or permissions provided to the user for a particular function. There are five possible values:

N/A - No Access Rights. This allows no access to the function. Most users with limited access will have no access rights to most of the functions in the system.

1 - Read-Only Access Rights. This level allows a user to access a function and read the information but not update it. Buttons that would permit editing are disabled.

2 - Update Access Rights. This level gives a user the right to make some editorial changes in text fields but does not permit adding or deleting records.

3 - Update/Create Access Rights. This level gives the user to add, edit and delete records in a module. This is the minimum level of access required to perform most data entry functions in the organization. E.g. Organizational Objectives, Completing Core Surveys, Completing Automated (Job) Questionnaires, Creating Employee Work Plans, Completing Learning and Growth Reviews, Creating Training Plans.

4 - Full Access Rights including Confidential. This level gives the user rights to add, edit and delete records in a module including access to Confidential Jobs.

5 - System Administrator Functions - Restricted Access. This level gives the user rights to add, edit and delete records in all functions including access to Confidential Jobs. This access level is necessary in order to view the Administration module on the Main Menu.

Note: Access to various elements of the system dictates specific menu items that can be seen or are hidden. For example, a User who has N/A access to Training Plans will not see that menu option even if the System Policy is set to YES.

Edit a Profile

Tip: Only change the default profiles if you want ALL users with that profile to have the modified permissions. If only some users are to have modified permissions, then it is better to establish a new profile.

•Select the Profile to edit.

•Click .

profiles03

•The Profile ID is a primary key and can not be changed.

•Edit the Profile name, Description and Access level fields as required.

•Click .

Note: When you remove the Profile you have to choose individual access levels for each of the Security Functions in the User Details screen. See Users for details. By default, all Security Functions are set to Access Level 0 (no access) when the Profile is removed.

Delete a Profile

Note: A Profile can only be deleted if it is not linked to any Users. If it is linked to one or more Users you will receive a message that the Profile cannot be deleted and the deletion will not proceed.

•Select the Profile to be removed.

•Click .