Onboarding New Employee for COMPLETE Security Access Setup

ISSUE: Need to provide newly onboarded employees with some access and security permissions. A complete look at how to configure Employees and Groups for Security Permissions. 

GOAL: Establish a baseline of how to assign user permissions and the appropriate modules to accomplish this. 

Defining Portal Groups and Distributing Permissions

Settings > Portal Maintenance

Choose Create Portal Groups

Search > Select the Portal Group the new user will belong to > Modify 

Ensure the Portal Group is configured as expected 

When reviewing the Portal Group make sure to verify the Positions table

This area will display each combination of Employee Group, Job Code, Location Code and Establishment Code (Position ID composition) that will ultimately scope Employees with this setup into this Portal Access Group. 

Note: When configuration Position record combinations, users have the options of making it Employee Specific, Position ID Specific or General for any Position ID Attribute. 

Note: If the Position details referenced for the Access belong to a Position that is no longer active - the employee will not be captured in the process.

This is due to the system only matching against active position records to the defined parameters. 

 

Example of Employee Specific:

Above is an example of the most targeted form of security access allocation

Here we can see a very specific Employee ID has been configured alongside a specific Employee Group Code, Job/Location/Establishment Code and Location Type

This allows the user to configure not only just the specific Employee, but in addition this user must have certain aspects of their Position ID within the above parameters as well. 

 

Example of Position ID Specific:

Here we can see a more specific method of configuring the group of employees that will inherit the Portal Group permissions. 

A specific Employee Group Code and Job Code has been selected, along with a short list of Location Codes and the generic board Establishment Code. 

This allows members of the board to target specific Employee Groups and Jobs at certain Locations to inherit the permissions configured under this Portal Group. 

 

Example of a General Configuration for Position ID Attribute (Employee Group Code): 

The Employee ID = <ALL> field tells us that this is not an Employee specific configuration, and will therefore allow users to map more employees into this Portal Group with ease. 

Additionally, Job Code, Location Code, Establishment Code and Location Type = <ALL> 

We can see that the only specific field configured above is Employee Group Code = ADMOPER. What this means is that literally anyone with this Employee Group, no matter what Position ID combination or other setup is present – all employees under the Employee Group = ADMOPER will inherit the permissions configured by this Portal Group

This is a great way to assign permissions in bulk, with ease for the end user. 

 

Process Submission:

Once all Portal Groups have been configured, users can navigate to the bottom of the module and configure Show New Groups Only in Reports = Y, and then choose Submit to run the report. 

Alternatively, users can select Schedule to choose a specific interval (Daily, Weekly, Monthly) to have this process automated. This way, once someone is onboarded and assigned a group, every night (for example) this would automatically distribute permissions to new employees. 

Note: Here only shows the employee ID of users in the group (refer to below to see how to check actual names in each group)

Once the process has been submitted, a background process will check for all new employees apart of all the defined Employee Groups configured for each Portal Group, and automatically distribute permissions to the appropriate employees. 

Choose HR > Reports > Process Reports to view the Export Group to Web Portal Report and check over the impacted Employees with ease. 

Note: The Report will only show New Employees on the report as configured above. If you wish for the Report to display all employees, simply configure Show New Groups Only in Reports = N and rerun

 

Defining Permission and Access by Portal Group

Security > User Group Management

 

Portal Group are created under Settings > Portal Maintenance > Create Portal Groups > New

Users can then configure the Portal Group Name, Number of Inclusive Days, Positions and Leaves. 

IMPORTANT NOTE: This module (Security > User Group Management) will display all of the Portal Groups that currently exist. 

 

Once a Portal User Group has been created it can be modified as shown below;

Here admin have the ability to configure the Location and Operation Access for this user group that will be inherited to all that fall under this Security Group. 

 

Location Access = FULL, NONE or Custom. 

  • If you select Location Access = Custom, then the ‘Locations’ custom field becomes available as shown below. 

 

Choose the Search icon to view a table of Locations where you can select <MULTIPLE> and confirm by choosing Select

Note: Admin can also search by Location Code or Location Description by typing in the search bars at the top of the pop-up menu. 

Select <MULTIPLE> by clicking the checkmark for the desired records on the left. Then choose Select to confirm your choice. 

The Security Access portion of the module will then update with a list of the select Locations. 

 

Operation Access = FULL, NONE or CUSTOM. 

  • If you select Operation Access = Custom, then the ‘Edit Operation Access’ custom field becomes available as shown below. 

Choose Edit Operation Access to view a collapsed “Tree Chart” of HRP Modules. 

These modules can be Expanded or Collapsed to enable the admin to choose all necessary modules for access. 

Users can then expand and collapse as necessary to choose the check off the desired modules, once you are ready to commit changes choose Save to update. 

Finally, once all relevant Location Access and Operation Access has been configured, choose Save to update changes for the entire Portal Group. 

The system will then present a green successful notification to confirm all changes have been completed. 

 

 

 

 

 

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How to see Employee Names in each Portal Group

ISSUE: Want to verify the names of Employees that already belong in any given Portal Group instead of constantly referring to only Employee ID numbers. 

Security > User Group Management > Search > Choose Group > Modify

Click Users Tab

View the Employee Names