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Infinite Talent Onboard

Manage User Types

Abstract

There are default settings for a core set of user types. Clients, however, may want to modify those settings or add new user types.

Introduction

On the Manage Users: User Type screen, for the Talent Suite environment, there are three permissions categories:

  • New Hire Management

  • Administration

  • Reports

The Infinite Talent Acquisition Suite user type permissions are grouped under the New Hire Management category. This allows configuration engineers to identify and enable required Onboard features easily for clients.

For a non Talent Suite environment, on the Manage Users: User Type screen, there are seven permissions categories: Job Requisitions, Applicants, Administration, Screens & Assessment, Activities, Tasks, and Reports.

On the System Configuration: Manage System Settings screen, in Onboard Settings, the Enable Talent Suite Configurations check box must be selected to display New Hire Management.

To switch back to the seven permissions categories, go to the Manage Users: User Type screen, and select the Show Legacy Capabilities check box. Note: There is no need to switch back to the seven permissions. The New Hire Management category contains all needed Talent Suite functionality.

You use the Manage Users: User Type screen to modify system capabilities for each user type or add new user types and define capabilities for them. IMPORTANT: The selections you make control which configuration screens display.

How to Access the Screen
  1. In the Global Toolbar, display the Settings menu and select Settings.

  2. Select the Users tab to display user configuration options.

  3. Display the Show drop-down list and select User Types. The Manage Users: User Type screen displays.

Tasks You Can Do on This Screen
  • Add icon

    - Add a new user type.

  • Save icon

    - Modify and save user type capabilities (modify capabilities by user type).

  • Copy icon

    - Copy user type details to create a new user type.

Field Descriptions on This Screen

Screen Item

Description

Active check box

Makes the selected user type active or inactive.

Show Legacy Capabilities check box

Displays legacy Onboard capabilities.

User Type (list pane)

Displays a list of existing user types.

User Type

 

Name

Indicates/specifies the name of the user type.

Description

Gives a brief description of the user type.

Persona

Specifies the persona associated with the user type. A persona is an archetype representing the needs and goals of a particular group of users. Each persona has predefined default capabilities. When you select a persona for a user type, the default capabilities associated with the persona are assigned to the user type. You can subsequently modify those capabilities. Note: Personas also determine some core functionality, such as being a primary recruiter or controlling which panels are available on the Dashboard.

Screen Item - Permissions

Description

New Hire Management

Provides access to capabilities associated with new hire management, and controls what displays in Onboard and Onboard Manager:

  • Create New Hire. Allows onboarding managers (using Onboard Manager) to use the Create New Hire button to create a new hire profile.

  • View All New Hires. Enables an Include All Hires check box as a filter in the Currently Onboarding screen in Onboard Manager. It also enables the View and Edit New Hires capability when the Edit New Hire check box is also selected.

  • Edit New Hire. Enables the View and Edit New Hires capability when this check box and the View All New Hires check box is selected.

  • View New Hire Profile. Enables the View New Hire Profile capability.

  • Enable Print New Hire Documents. Enables the Print New Hire Documents in Onboard and Onboard Manager, which also allows document attachment to new hire profile.

  • Edit New Hire Start Date. Enables an onboarding manager to edit the new hire start date. The updated start date is applied across all the activities for that job application for the new hire. By default, it is not selected.

  • I9 Audit Report. Enables an I-9 audit report that displays in Onboard Manager on the Job Information page in a new hire profile. It contains job application information. It can only be downloaded by users who have the CAP_I9_AUDIT_REPORTcapability.

  • Bulk Actions:

    • Bulk Communications. Allows an onboarding manager to send an email to multiple new hires.

    • Bulk Task Completion. Allows onboarding managers to complete tasks for a group of new hires simultaneously per requisition/job application rather than doing this individually.

    • Bulk Discontinue. Allows an onboarding manager to discontinue onboarding for multiple new hires per requisition/job application. This is not discontinuing them system wide. This task is Requisition Number specific. The onboarding manager must provide a reason for the discontinuing (comes from D_DISPOSITION_CODES dictionary). This data is reportable and audit-able, and the dictionary can be updated.

    • Revert Bulk Discontinue. Allows an onboarding manager to revert bulk discontinue.

    • Export to Excel. Allows an onboarding manager to do a bulk export.

Screen Item - Permissions

Description

New Hire Management (continued)

Provides access to capabilities associated with new hire management, and controls what displays in Onboard and Onboard Manager:

  • New Hire Display Criteria: To enable the New Hire Display Criteria capability, select the New Hire Display Criteria check box, and select one of the following:

    • View New Hires Matching Job Location

    • View New Hires Matching Job Creator or Participant or Location

  • Task Completion Criteria: To enable the Task Completion Criteria capability, which controls access, select the Task Completion Criteria check box, and select the Ability to View/Edit/Complete Tasks Owned by the User Only option or the Unrestricted Ability to View/Edit/Complete Tasks option.

    • Ability to View/Edit/Complete Tasks Owned by the User Only

    • Unrestricted Ability to View/Edit/Complete Tasks

  • Allow Reopen Own Tasks. By default, it is not selected. Note: For the Allow Reopen check boxes, you can select both or neither or one. Note: There is an Onboard Setting that must be selected in order for completed tasks to be reopened: Allow New Hires to Reopen Completed Tasks check box.

  • Allow Reopen Any Task. By default, it is not selected. Note: When selected, the Allow Reopen Own Tasks check box also becomes selected.

  • Task Reopen - Ignore Prevention. By default, it is not selected, and it cannot be selected unless one or both of the reopen check boxes are selected. This allows a user type to override the prevention configured in the workflow.

  • View Encrypted Fields

  • Allow Ability to Claim Tasks. For the Hiring Manager user type, this capability allows activity restriction for claim tasks. Note: For other user types, it must be manually assigned.

  • Enable Global Discontinue. The Discontinue Onboarding option is based on this functionality. By default, the check box is not selected for all clients and all user types. This check box MUST be selected to enable this functionality.

Screen Item - Permissions

Description

Administration

Provides access to capabilities associated with administration:

  • Dictionaries:

    • Manage system/custom dictionaries

    • Rename private dictionary values

  • Organization levels:

    • Add/edit/view organization levels

    • Configure Organizational Level Settings

  • Jobs related:

    • Create/edit job templates

    • Manage Job Workflow Activity Lists

    • Create job approval process

    • Access field driving rules

    • Access system default driving rules

    • Manage Franchises

  • Correspondence:

    • Add/edit/manage Correspondence Templates

    • Ability to customize message body in preview mode (before sending)

  • Settings:

    • Manage the Order of Fields. This check box is used with: Task Groups, Screen Appearance, TS Filter and Display Fields, and Field Sequence.

    • Use Import & Export Utilities

    • Manage Labels and Custom Fields

    • View the system log

    • Configure system settings

    • Multiple New Hire Portal Settings

    • Configure toolbar settings for user type

    • Configure personal toolbar settings

Screen Item - Permissions

Description

Administration (continued)

Provides access to capabilities associated with administration:

  • Miscellaneous:

    • Manage forms

    • Manage Document Templates

    • View the My Onboarding Work Queue icon on GTB

    • View New Hire List

    • Update personal settings of the primary user when logged in as proxy user

    • View encrypted fields

    • Ability to add data to sublevels of the organization

    • Create Manage Conditions

    • Enable Print New Hire Documents. Enables the Print New Hire Documents in Onboard and Onboard Manager, which also allows document attachment.

    • Disable Recruit functionality for Onboard only clients

    • Enable Activity Reset

  • System settings:

    • Access system settings tab: View and edit administrator or hiring manager or recruiter settings on the Settings screen

    • Remove attachment

    • Access Client Administration settings

  • Audit Trail:

    • Edit Audit Trail Settings

    • View Audit Trail Report for System Settings

Screen Item - Permissions

Description

Reports

Onboarding managers with access rights can view reports by selecting the Reports link from the Onboard Manager navigation menu.

You control which reports (by name) the onboarding manager can access, and whether they can generate new reports, generate My Reports, download reports, state forms report, and so on).

Adding a User Type
Abstract

If a client requires additional user types, you can add them as needed. You must use one of the existing personas defined in the system.

Leading Practice: To promote efficiency, you can add one new user type and then copy and modify it to create additional user types.

  1. Display the Manage Users: User Type screen.

  2. Select the Add icon Add icon. The screen refreshes and displays empty fields for adding a new user type.

  3. Select the Active check box, if not already selected.

  4. In the Name text box, enter a name for the user type.

  5. In the Description text box, enter a brief description of the user type.

  6. Display the Persona drop-down list and select a persona.

  7. Review the default capabilities in each category and make changes as needed.

  8. Select the Save icon Save icon.

Copying User Type Details to Create a New User Type
Abstract

If an existing user type matches or closely resembles the configuration you need for a new user type, you can copy the user type details and assign a new name to create the new user type.

Once you do the copy, you can then adjust the details as needed.

Note: You can copy the details for any existing user type except the Deity user type.

  1. Display the Manage Users: User Type screen.

  2. In the list pane, select the name of the user type you want to copy. The details for the selected user type display.

  3. Select the Copy icon Copy icon. The screen refreshes and a copy of the selected user type is displayed without any text in the Name text box.

  4. In the Name text box, enter a name for the user type.

  5. Modify capabilities, if needed.

  6. Select the Save icon Save icon.

Modifying User Type Capabilities
Abstract

You can turn individual capabilities on or off for a user type in any of the categories. You can also modify a user type by changing the persona.

If users are logged in at the time you make your modifications, the changes are not reflected for those users until they log out and log back in again.

Note: If you change the persona for a user type, the default capability settings for the persona are applied, overwriting the previous settings.

  1. Display the Manage Users: User Type screen.

  2. In the list pane, select the name of the user type you want to modify. The details for the selected user type display.

  3. To change the name or description, enter your changes in the Name or Description text boxes.

  4. To change the persona, display the Persona drop-down list and select a persona.

  5. To modify capabilities, select the Expand icon for the appropriate category and select or clear options for the capabilities you want to modify.

  6. Select the Save icon Save icon.

Deleting a User Type
Abstract

You can delete some user types.

You may need to delete a user type.

If a user type can be deleted, the Delete icon Delete icon displays.

Important: No message displays asking if you want to delete.

  1. Display the Manage Users: User Type screen.

  2. In the list pane, select the name of the user type you want to delete. The details for the selected user type display.

  3. Select the Delete icon Delete icon. The user type is deleted.

Manage User Groups
Abstract

If a client requests that users in different organization levels have different field permissions, you can accommodate the preference through user groups.

Introduction

A user group determines field permissions for a group of users in an organization level. Field permissions control access and usability options for individual fields, such as whether a field is displayed or hidden, whether a field is required or enabled, or whether a field can be used as a search criterion or in ad hoc reporting.

You use the Manage User Groupsscreen to set up user group field permissions (name a user group and assign it to an organization level, and to define field permissions). The Manage User Groups screen contains two tabs: User Groups and Field Permissions.

How to Access the Screen

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  1. In the Global Toolbar, display the Settings menu and select Settings.

  2. Select the Users tab to display user configuration options.

  3. Display the Show drop-down list and select User Groups. The Manage User Groupsscreen displays.

Tasks You Can Do on This Screen
  • Add icon

    - Add a new user group.

  • Save icon

    - Modify and save a user group.

  • Copy icon

    - Copy user group details to create a new user group.

  • Field Permissions - Modify field permissions.

Field Descriptions on This Screen - User Groups

Screen Item

Description

Active check box

Makes the selected user group active or inactive.

User Group (list pane)

Lists the existing user groups for the organization level selected in the show statement. Note: If no organization level is selected in the Show statement, all user groups for all organization levels are listed.

Users (list pane)

Lists the number of users in each user group.

Name

Specifies the name of the user group.

Description

Provides a brief description of the user group.

Organization Level

Specifies the organization level with which the user group is associated.

Field Descriptions on This Screen - Field Permissions

Screen Item

Description

Field Class

Lists field classes that you can select to display field permissions.

Restore Defaults button

Restores the default field permissions for the selected field class.

Field Name

Identifies the name of the field.

Required

Specifies whether the field is required for the currently selected user group.

Enabled

Specifies whether the field is enabled for the currently selected user group. Note: If the system requires a field to always be available, it is automatically enabled and the Enabled option becomes unavailable.

Display Label

Indicates the label text that displays for the field in the application screen.

Edit

Specifies whether users in the selected user group can edit the field. Note: Selecting this option makes the field editable only in non-report screens.

Set Once

Specifies that a value can be entered in the field only once for the selected user group in the selected field class. For example, if an applicant does not specify a value for the Race field and the hiring manager specifies a value after meeting the applicant, the field value cannot be changed. Upon selecting this option, the following occurs:

  • View and Edit permissions for the field take a higher precedence than this setting.

  • For standard applicant fields, the check box is enabled only for the Race, SSN, and Gender fields.

  • For the Job and Activity field classes the field displays to the user group as read-only.

No Edits After Approval

Specifies the field cannot be edited after a job is approved. Note: This field displays for the Job field class only.

Search

Specifies the field is searchable for the currently selected user group. Note: Selecting this option makes the field available only in non-report screens.

Report

Specifies the field can display in the criteria and results screens of reports for members of the selected user group.

Select All / Unselect All button

Selects or clears all the options for the field.

Adding a User Group
Abstract

When adding a new user group, you must name the group, assign it to an organization level, and define the field permissions.

You use the User Groups tab to name the group and assign the organization level.

Note: You cannot delete a user group. If you add a new group and subsequently do not need it, you can deactivate the group. You must assign users from the group to other groups.

  1. Display the Manage User Groups screen.

  2. Select the Add icon Add icon. The screen refreshes and displays empty fields for adding a new user group.

  3. Select the Active check box, if not already selected.

  4. In the Name text box, enter a name for the user group.

  5. In the Description text box, enter a brief description of the user group.

  6. In the Organization Level section, select the check box for the organization level with which the group is associated.

  7. Select the Save icon Save icon. The Field Permissions link appears.

  8. Modify field permissions for the group.

Copying User Group Details to Create a New User Group
Abstract

If an existing user group matches or closely resembles the configuration you need for a new user group, you can copy the user group details and assign a new name to create the new user group.

Once you copy the user group details and assign a new name to create the new user group, you can then adjust the details as needed.

Note: You can copy the details for any existing user group except the Deity user group.

  1. Display the Manage User Groups screen.

  2. In the list pane, select the name of the user group you want to copy. The details for the selected user group display. Tip: If there are a large number of user groups in the system, you can use the Show statement to filter the list of user groups by organization level. Select the Select link in the Show statement, select an organization level in the call-out window that appears, and then select the Go icon Go icon.

  3. Select the Copy icon Copy icon. The screen refreshes and a copy of the selected user group is displayed without any text in the Name text box. Note: Although not visible, the field permissions are copied as well.

  4. In the Name text box, enter a name for the user group.

  5. In the Description text box, enter a description for the new user group.

  6. In the Organization Levels section, select the check box for the organization level with which the user group is associated.

  7. Select the Save icon Save icon. The Field Permissions link appears.

  8. Modify field permissions for the group, if necessary.

Modifying a User Group
Abstract

You can modify user group details and permissions as needed.

  1. Display the Manage User Groups screen.

  2. In the list pane, select the name of the user group you want to modify. The details for the selected user group display. Tip: If there are a large number of user groups in the system, you can use the Show statement to filter the list of user groups by organization level. Select the Select link in the Show statement, select an organization level in the call-out window that appears, and then select the Go icon Go icon.

  3. Make your changes.

  4. Select the Save icon Save icon.

Modifying Field Permissions
Abstract

Field permissions represent settings at a field-class level used to give access permissions to specific groups of users.

A field class represents a set of fields common to an entity (for example, job, applicant, and so on) in the system.

Every field on every system screen has field permission options, with defaults set upon site creation.

You modify field permissions by selecting a field class and enabling or disabling individual options for each field. If necessary, you can restore default options for all fields in a selected field class.

You use the Field Permissions tab to enable or disable permissions for individual fields in a field class.

  1. Display the Manage User Groups screen.

  2. In the list pane, select the name of the user group for which you want to modify field permissions. The details for the selected user group display.

  3. Select the Field Permissions link to display the Manage Groups: Edit Field Permissions screen.

  4. In the list pane, select the name of the field class for which you want to modify permissions. The details for the selected field class display.

  5. Locate the appropriate field and modify options as needed.

  6. Modify permissions for other fields as needed.

  7. Repeat steps 4-6 as needed to change permissions for additional field classes.

  8. Select the Save icon Save icon.

  9. If you need to reset the permissions for a field to the default configuration, select the Restore Defaults button. Tip: If you select the Restore Defaults button, you cannot undo the action and reinstate your previous settings.

Manage User Details
Abstract

All user management is done via the Talent Suite Admin application, not from the Onboard Configuration application.

User Management in the Talent Suite Environment

For Onboard in a Talent Suite environment , ALL user management is done via the Talent Suite Admin application, from its Manage Users menu/screens.

Refer to the Talent Suite Admin Application Guide for details.