Universal Profile - User Record - View

The User Record page enables administrators or managers with the proper permissions to view the core information about a user. When in view mode, the User Record cannot be modified.

A user's record can be viewed in the following manners:

  • Go to Admin > Tools > Core Functions > Users. Then, select the name of the user in the search results.
  • Select the user's photograph from any page within Universal Profile or from Global Search. Then, select the User Record tab.

Permission Considerations

Administrators with the Universal Profile - User Record - View Users permission can view user records for users within their permission constraints. Administrators must also have one or more of the Users - View or Users - Edit permissions in order to view the corresponding fields on the user record for users within their permission constraints.

As a best practice, administrators or managers who need access to view user records should at least be granted the Universal Profile - User Record - View Users and the Users - View General Information permissions. If an administrator only has the Universal Profile - User Record - View Users permission, then they can only view a blank user record with no fields.

Note: The Universal Profile - User Record - Edit Users permission DOES NOT grant the ability to view user records in the system. Administrators must have the Universal Profile - User Record - View Users permission in order to view user records.

User Record - Options

The following options may be available from the Options drop-down menu:

  • Modification History - Select this option to view the Modification History page for the user. This option is only available to administrators who have permission to view users. See User Record - Modification History.
  • Change Password - Select this option to reset the user's password. This option is only available to administrators who have permission to change the user's password. See Edit User Password.
  • Proxy as this user - Select this option to open the Proxy as Another User page. This page enables the administrator to proxy into the system as another user. This page also displays a history of all administrators who have used the Proxy feature for the user. This option is only available to administrators who have permission to proxy as the user. Important Note: Although the system tracks when administrators proxy as another user, the system does not track the actions that are performed by the administrators on behalf of the user. As such, this functionality should be available to only the top level system administrators. See Proxy as Another User.
  • Permissions - Select this option to view all of the user's permissions in all of the user's roles. Each permission's constraints are also displayed. This option is only available to administrators who have permission to manage the user's security administration. See View Permissions - User Record.
  • Unlock Account - Select this option to unlock the locked account. A confirmation pop-up opens to confirm the action. This option only appears for a user if their account has been locked due to unsuccessful login attempts. Also, this option is only available to administrators who have permission to unlock the user's account.
  • Employee Salary - Select this option to view the Employee Salary Management page for the user. There, administrators can add, remove, and update the user's salaries. This option is available to administrators who have permission to manage the user's salaries. See Employee Salary Management Administration.
  • Expand all sections - This option is available by default, regardless of whether there are any collapsed sections on the User Record. Select this option to expand all sections on the User Record. Once this option is selected, the Collapse all sections option becomes available.
  • Collapse all sections - This option is available after the Expand all sections option is selected, regardless of whether there are any expanded sections on the User Record. Once this option is selected, the Expand all sections option becomes available.

User Record - Edit Record

Administrators with the Universal Profile - User Record - Edit Users permission can select the Edit Record button in the light grey floating action bar at the bottom of the screen in order to edit the user record. Administrators must also have one or more of the Users - Edit permissions in order to edit the corresponding fields on the user record for users within their permission constraints. See User Record - Edit.

User Record - Effective Dated Records

For organizations that have Effective Dating enabled, the effective date of the user record is displayed at the top of the page in the timezone of the user whose user record is being viewed. See User Record - Effective Dating.

General Information

The General Information fields are available at the top of the user record, which include basic information about the user, such as name, photograph, and user name. See User Record - General Information.

Sensitive Information

The Sensitive Information section is only available on the User Record when Encrypted Sensitive Information is enabled in the portal, and this functionality is only available to organizations using Cornerstone HR. This section enables organizations to view and edit Sensitive Personally Identifiable Information (SPII) fields. See User Record - Sensitive Information.

Contact Information

The Contact section contains all of the user's contact information, such as address, phone, and email address. This section should be used to store the user's professional contact information. See User Record - Contact.

Settings

The Settings section contains all of the user's system settings, such as display language, time zone, signature font, and required training approvals. See User Record - Settings.

Organizational Structure

The Organization Structure section contains all of the user's organizational information, such as manager, approver, division, position, and location. See User Record - Organization Structure.

E-Commerce

The E-Commerce Information section contains a user's override amount and value added tax (VAT) number. See User Record - E-Commerce.

User Type and Employment Status

The User Type and Employment Status section contains the user's type (e.g., Employee, Intern, Contractor), user status (e.g., Working, On Leave, Terminated), and additional information regarding the user's status. See User Record - User Type and Employment Status.

User Record Custom Fields

Each User Record custom field category that is defined in Custom Field Administration appears as a section on the User Record. All user record custom fields that are associated with that category appear within the section, which can be expanded and collapsed as with other sections. See User Record - User Record Custom Fields.