SECURITY SETUP. Version 5.5

Transcription

1 SECURITY SETUP Version 5.5 User Accounts This document offers step-by-step instructions to create and maintain user accounts for SmartLinx. It also contains a complete list of the permissions and definitions of all rights that can be granted to a user. 5/15/2014 Page 0 of 13

2 Table of Contents 1.1 Logging In Navigation User Creation Adding Additional Roles Applications & Access Levels Changing a User s Password Deleting a User Security Rights Report Groups Rights Definitions Directory Specific Rights HR Specific Rights Inservice Specific Rights Combined Rights Page 1 of 13

3 1.1 Logging In Figure 1 - SmartLinx 5 Splash Screen Using your internet browser (Internet Explorer recommended) navigate to the site designated to your organization. For your reference, please enter the URL for the site on the line below: http(s):// Once you have reached the site, you will be presented with the SmartLinx 5 splash screen, illustrate on Image 1.0. This image will remain on the screen while the application is loading. Figure 2 - Login Screen Once the application has fully loaded, the next screen will appear. The following screen is the Login screen. Here you will be asked to enter your User Name and Password. Figure 3 - Directory Icon Upon logging in you will have a number of applications available to you, please select Directory. Click on the icon illustrated in figure 3. Page 2 of 13

4 1.2 Navigation Figure 4 - Organization Shade The application navigation in the SmartLinx suite is template driven and therefore adjusts to each user s security rights. The user will only be able to navigate to the org levels that they have been given access to. In order to change the org level that you are currently on, slide the organization pane on the left hand side by clicking on the right arrow in the middle of the shade. (Illustrated in Figure 4) Once the shade slides over, the org tree is displayed and is populated with the org levels available to you. You can navigate through the tree structure by clicking on any of the org levels that have an arrow next to them, exposing a more detailed breakdown of the organizational structure. Figure 5 - Org Tree The department level is the lowest level that you can navigate to using the org tree. Once you click on any of these options, the main screen (to the right of the org tree) will update. Some of the options that are available to you at the department level may not be available to you at the center level. The screens will adjust accordingly, please note this fact. When setting up user security, it is very important that you have the org level selected in which you wish to give the employee initial access. Page 3 of 13

5 2.0 User Creation Figure 8 Add User To create a new user, first select the org level on the left that the user should have initial access to. Then click the Users button at the bottom of the screen. Figure 6 Directory Screen Department Level The screen will shift to a list of user roles with the users listed in the associated role trees. Click on the Add User button above the listing. The screen will change to allow population of the user s information. Fill-in the appropriate fields for Name and Login ID. We suggest using the employee s first initial and last name as their login id (ie: jsmith) but this is not required. Figure 7 User Listing The Password field contains the user s default password and it must be typed a second time in the Confirm Password field. If you check the box at the bottom entitled Change Password on Next Login, they will be required to change it immediately upon accessing the system. The field can be left blank. On the Add User screen click on the Create New button. If you have already created the user, you can select their name out of the dropdown list. (Figure 8) In the HR Template Group dropdown, select the appropriate template. The template determines what a user is able to see on the screen. In general, the Admin template is most users. This is specific to your organization and may be different than described here. Please check with your corporate SmartLinx contact or implementer, if necessary. The Corporate Admin box should only be checked for users that have complete and unrestricted access to the entire system. Page 4 of 13

6 When finished populating the fields, click the Save button. Figure 9 shows the screen with the minimum amount of information necessary to move on. Figure 10 Add User Role Assignment Figure 9 Add User - Information The new user will now appear under the appropriate role on the Users screen. Figure 11 User Listing (Updated) The screen will flip once more, displaying the roles and applications that the user can have access to according to the org level you originally selected. Choose the appropriate role from the dropdown and check off each application that you what them to have access to. Click the Save button once completed. Page 5 of 13

7 2.1 Adding Additional Roles Once you have a user in their initial role, you can add additional roles or roles in other departments. To do so, click on the employee s name to open the User Details window. The screen will change into an organization tree that allows you to choose the new level at which you wish to assign the role. Select the appropriate facility or department from the tree. A gray highlight should appear over it as seen in Figure 14. Figure 14 Add Role Figure 12 User Details Click on the Assigned Roles tab at the top and click on the Add Role button. Next, check off the applications that the user should have access to within this role. Finally, choose the appropriate role from the dropdown menu. Once complete, click Save. Figure 13 Assigned Roles Figure 15 Assigned Roles (Updated) Page 6 of 13

8 When complete, the screen should revert to the original Assigned Roles tab and list the additional roles as illustrated in Figure 15. Figure 17 - Add Access This process can be completed as many times as is necessary to give your user the appropriate access. 2.2 Applications & Access Levels For users that require access to applications they were not originally setup with, go to the Applications & Access Levels tab. Figure 16 - Applications & Access Levels Tab Use the dropdown to select the appropriate application and highlight the correct organization level. Figure 18 - Add Access (completed) Click on the Add Access button at the top of the tab to enable an additional application. Click the Save button when complete. This process is mandatory for all users migrated from Version 4 of the SmartLinx Application Suite as users will be unable to access any Version 5 applications until completed. Page 7 of 13

9 3.0 Changing a User s Password Figure 20 User Details (Edit Mode) If a user has forgotten their password, you can manually change it from the User Details window. Click on the user s name to enter the screen. Figure 19 User Details Once complete, do not forget to hit the Save button to take you out of Edit mode. 4.0 Deleting a User If a user needs to be removed from the system, you can do so from the User Details window. Click on the user s name to enter the screen. Click on the Edit button near the bottom. Figure 21 User Details Once in Edit mode, erase the ***** in the Password field and type in a new default password. This should be something simple that can be communicated to the user. Next, it is very important to check off the Change Password on Next Login box. This will force the user to choose a new password once they ve used the simple one you ve created. Page 8 of 13

10 Click on the Delete button at the bottom of the window. You will get the following prompt: Figure 24 - User Roles Screen Figure 22 Delete User Prompt Click on the Yes button to remove the user. 5.0 Security Rights System Administrators that access the User Roles screen from the corporate level of the organization tree, can choose which Rights are assigned to the different Roles within the system. The tab will expand, displaying all rights assigned to each role. Roles are contained in the columns and each row contains a different Right. Certain Rights are associated to specific areas of the suite, as indicated in the Applications column. A check indicates that right is assigned to the role in the column header. Figure 25 - Roles - Right Assignment Figure 23 - Directory Screen - Corporate Level The easiest method for adjusting access rights is to click on the Right column header. This will sort the rights alphabetically and group duplicate rights together. All duplicate rights will be active or inactive at the same time by clicking on any of the boxes within those rows. Within the User Roles screen, click on the Roles Right Assignment tab near the bottom. Figure 26 - Search Field Page 9 of 13

11 There is also a Search box near the top of the screen that allows you to quickly find the right you are interested in. Additional Roles can only be added by SmartLinx and must be submitted in the form of a QMS issue. Once created, you will be able to assign Rights to the new Role in the same manner as existing ones. The left section allows you to assign a Report Group to each role. Figure 29 - Report Group Assignment 5.1 Report Groups Reports can be assigned to each Role within the Roles Report Group Assignment tab, again near the bottom of the User Roles screen. Figure 27 - User Roles Screen To change the Report Group, click the Edit button above the grid and then click on the Report Group you wish to change. It will turn into a dropdown that allows you to select the desired group. Figure 30 - Report Group Editing The list on the right shows all reports that are contained in the Report Group in the dropdown above it. Click the Edit button a second time to save changes. Figure 28 - Report Listing by Group Page 10 of 13

12 5.2 Rights Definitions This section contains an overview of the basic rights contained within the Directory module. This section is not all encompassing as our product evolves every day. Please use it as a guide to setting up your user roles Directory Specific Rights Manage Users Only Allows access to make changes to user access only. Generally reserved for IT personnel HR Specific Rights Create Performance Reviews Ability to create new reviews for employees. Edit Benefit Plans Ability to make changes to benefit plans. Edit Emp Background Check Ability to make changes to the Background tab in the employee personnel record. Edit Emp Company Property Ability to make changes to the Company Property tab in the employee personnel record. Edit Emp Workers Comp Ability to make changes to the Workers Comp tab in the employee personnel record. Edit Employee Benefits Ability to make changes to the Benefits tab in the employee personnel record. Edit Employee Certifications Ability to make changes to the Certifications tab in the employee personnel record. Edit Employee Documents Ability to make changes to the Documents tab in the employee personnel record. Edit Employee HR Notes Ability to make changes to the Notes tab in the employee personnel record. Edit Employee I9 Ability to make changes to the I9 tab in the employee personnel record. Edit Employee Info Ability to make changes to the personal and contact information in the employee personnel record. Edit Employee Licenses Ability to make changes to the Licenses tab in the employee personnel record. Edit Employee Payroll Ability to make changes to the payroll information in the employee personnel record. Edit Employee Physicals Ability to make changes to the Physicals tab in the employee personnel record. Setup Emp Self-Service Access Allows the user to setup new users in the ESS module. View Emp Background Check View the Background Check tab in the employee personnel record. View Emp Company Property View the Company Property tab in the employee personnel record. View Emp Workers Comp View the Workers Comp tab in the employee personnel record. View Employee Benefits View the Benefits tab in the employee personnel record. View Employee Certifications View the Certifications tab in the employee personnel record. View Employee Documents View the Documents tab in the employee personnel record. View Employee Forms View the Forms tab in the employee personnel record. View Employee HR Notes View the Notes tab in the employee personnel record. View Employee I9 View the I9 tab in the employee personnel record. View Employee Info View the Personal and Contact in the employee personnel record. View Employee Licenses View the Licenses tab in the employee personnel record. View Employee Payroll View the Payroll tab in the employee personnel record. View Employee Physicals View the Physicals tab in the employee personnel record. View HR Applicant Tracking Allows the user to access the Applicant Tracking section. View HR Benefits Allows the user to access the Benefits section. View HR Loa Allows the user to access the Leave of Absence section. View HR Performance Allows the user to access the Employee Performance section. View HR Positions Allows the user to access the Position Management section. View HR Property Allows the user to access the Company Property section. Page 11 of 13

13 View HR Reminders Allows the user to access the Alerts and Reminders section. View HR Workers Comp Allows the user to access the Workers Compensation section Inservice Specific Rights Assign employees to scheduled courses Allows the user to schedule courses. Create, edit and schedule courses Allows the user to manage courses. Record attendance Allows the user to manage the attendance for inservice courses Combined Rights Add/Remove Employees Allows the user to use the hire, transfer and terminate functions within the system. Admin Module Allows the user to access the Admin Module in Version 4. Approve Overtime Allows the user to use the Overtime Approvals screen and approve OT on time cards. Attendance Records Ability to make changes to the Attendance tab in the employee personnel record. Availability Records Ability to make changes to the Availability tab in the employee personnel record. Census Allows the user to update the Census values within the applications. Change/Modify Pay Policy/Shift Diff Layer Allows the user to make changes to the Pay and Shift Diff policies. Custom Fields Allows the user to make changes to the Custom tab in the employee personnel record. Edit Personal Info Allows the user to make adjustments to the employee personnel record. Edit Punches Allows users to manually edit punches on the daily time card screen. This includes the addition or removal of punches as well as the editing of existing punches. Edit Schedules Allows the user to modify schedule information. Edit Timeclock Settings Allows users to edit the Timeclock Settings dialog, accessible by right clicking a clock icon in the Timeclock Communication Status section of TA. From this dialog, users can adjust some advanced configuration options for the clocks. Employee Eligibility Allows the user to make changes to the I9 tab in the employee personnel screen. Employee Messages Allows the user to access the Messaging functions in TA Version 4. Export Data Allows users to export to payroll using the export button on the Employee Timecards screen. Generate Warning Allows the user to use the Generate Warning feature, which brings up a printable warning report and registers a record of the warning issuance on the employee s journal. Generate/Delete Schedules Grants the user access to the Generate Schedule feature, which populates the schedule grid with each employee s rotating schedule. Also allows for the deletion of information contained in the current schedule grid. Import Manager Allows the user to access the Import Manager application in Version 4. Journal Allows users to access the Journal tab of employee records in the personnel screen. Licensing Allows users to access the Licensing tab of employee records in the personnel screen. Manage Badge Numbers Allows users to edit and assign badge numbers for employees in the personnel screen. Mark Absent/Replace Allows the user to access the Mark Absent and Replace functions in the right click menu of the Master Schedule. Payroll Edit Allows users to access and modify the payroll tab and secondary position tab of employee records in the personnel screen. Payroll Export Allows users to finalize and export the payroll export file for use in third party vendor software. Payroll View Allows users to view the payroll tab and secondary position tab of employee records in the personnel screen. Physicals Allows users to access the physicals tab of employee records in the personnel screen. Release Payroll Allows users to export to payroll using the export button on the Employee Timecards screen. Reports-Admin Report access in Version 4. Reports-Attendance Report access in Version 4. Reports-Licensing/Inservice/Physicals Report access in V4. Reports-Payroll Report access in Version 4. Page 12 of 13

14 Reports-Schedule Report access in Version 4. Server Reports Report access in Version 4. System Configuration This right allows for advanced configuration of system parameters, including the addition and modification of shifts and units, user logins and system properties as well as the restoration of schedule backups. View Timeclock Statistics Allows users to view the Timeclock Statistics dialog, accessible by right clicking a clock icon in the Timeclock Communication Status section of TA. This dialog displays statistics about uptime and downtime of the clock. Time And Attendance Grants users access to the TA tab of daily schedule records in Schedule Optimizer V4, for days which have already passed. This tab provides a place for users of Schedule Optimizer to view punch and exception data for a scheduled shift from Schedule Optimizer. Timecard Edits (for entire facility) Allows the user to access the Timecards screen in V4 for the listed organization level. Timecard Edits for Department Allows the user to access the Timecards screen in V4 for the listed organization level. Timecard Edits for Organization Group Allows the user to access the Timecards screen in V4 for the listed org level. View Accruals Allows the user to access the Accruals information, if being imported in from Payroll. View Audit of Manual Changes Allows users to view the Audit of Manual Changes screen in TA V4, from which all manual edits to time cards can be audited. View Budgets Allows the user to access the Budgeting screen. View Console Allows users to view the main console of TA, where Arrivals and Departures are displayed live, along with time clock communication status and system messages. View Daily Punches Allows users to view the Daily Punches screen, which displays punch information for one day at a time. View Personal Info Allows the user to view the Personal and Contact tab in the employee personnel record. View Schedules Allows users to view the Master Schedule screen of Schedule Optimizer. View Time and Attendance Ledger Allows users to access the Time and Attendance Ledger, which displays punch information for a range of dates specified by the user. View Timecards Allows the user to view the employee timecards screen in Time and Attendance, as well as the bi weekly and daily timecards, which are accessible through the Employee Timecards screen, Daily Punches screen and Time and Attendance Ledger. View Timeclock Settings Allows users to view the Timeclock Settings dialog, accessible by right clicking a clock icon in the Timeclock Communication Status section of Time and Attendance. From this dialog, users can view some advanced configuration options for the clocks, including the name of the clock in the applications. Page 13 of 13