Users-Domains

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

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

•The selected User is highlighted with a dark gray background.

•The main Users screen shows the User ID, User Name, active status, assigned System-Wide Profile, Domains(checked if linked) and linked Employee.

•Each column is sortable by clicking the column title.

•Click on the arrows on bottom right of screen to move through the pages to see additional users or search by name or user ID.

Note: The Retrieve on Demand (ROD) is no longer available.

▪Number of Users retrieved on pages depends on screen resolution and records per page.

▪Instant screen population of Users information independent of data size (from 100 users -100,000 users).

Tips:

•Deleting a User ID does not delete the Employee the User is linked to or any of the records associated with the Employee (Work Plans, Reviews or Training Plans).

•Sorting by the Profile column will allow you to see at a glance which users are linked to each profile. This is a quick way to determine whether you have assigned the appropriate profile (and associated level of access) to a User and will help you to identify whether you have users who are not linked to a profile.

Add a User

•In the Actions bar, select .

•Input the User ID.  The User ID is a primary key in the application and can not be changed.  User IDs are case sensitive.

•Add the user name.

•Add the user's email address.

•If you use Profiles to manage security access, assign the appropriate Profile to the User.  See Profiles for more information.

•See Custom Security Access Levels to add custom security access.  

•Enter a temporary password.  

•Click .

Important Note: When a new user is added or their password is reset through the Change Password function on this screen, the password is considered a temporary password with an immediate expiry. This will force the user to change their password to something of their choosing the first time they log in. See the Password policy for details.  

Email addresses: Email addresses can now be entered and attached directly to User’s.  This will enable organizations using Encompassing Visions (for Job Evaluation only) to have the software automatically reset and email a temporary password to the User through the new, secure system feature called ‘User Id/Password Reset’.

Tips:

•When deciding what to enter in the User Name field, think about how you will search for and display Users. If you will be searching for users by last name, implement a standard of entering user names starting with the last name (e.g. Last Name, First Name).

•Our recommendation is to select a User ID that is consistent among all Employees and also consistent with other applications within your organization.  For example, many organizations use first initial, last name of the employee or their employee number as the user ID for other applications, so it makes sense to use the same thing as the User ID here as well.  

•It is recommended that you determine a standard for assigning User IDs at the time of system implementation.

Edit a User to Link Domain

•In the actions bar, select .

Refer to Sub-Administrators to learn more.

User-Related Report

This function is used to generate/print a User-related report of the Users assigned to each domain.

•Click the icon to see the report(s) in the drop down menu.

•Click on the button to generate the related report. At a glance you will be able to see the Users assigned to each domain (with system- wide profile) that have been set up by the organization. Once generated, the report can be printed so a paper copy is available.