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 NAME PERMISSION DESCRIPTION CATEGORY
Grades - View Grants ability to view the Grade Organizational Unit throughout the system, such as in availability drop down selectors, when editing users, etc. Those without this permission do not see the Grade OU on any screen. This is primarily an administrator permission, although organizational policy should determine whether the Grade OU should be visible to end users on reporting screens, etc. Core Administration
Universal Profile - User Record - Edit Users Grants ability to edit user records in the system. The administrator must have additional permissions to edit specific fields on the user record. This permission can be constrained by OU, User's OU, User's Self, User Self and Subordinates, and User. This is an administrator permission. Note: This 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. Core Administration
Universal Profile - User Record - View Users Grants ability to view user records in the system. Administrators can view the Modification History page for user records within their constraints. The administrator must have additional permissions to view specific fields on the user record. This permission can be constrained by OU, User's OU, User's Self, User Self and Subordinates, and User. This is an administrator permission. Core Administration
Users – Edit Custom Field Information Grants ability to view and edit the custom fields on a user record. Administrators are only able to edit a custom field on a user's user record if the user is within their permission constraints and the administrator is within the availability of the custom field. This permission works in conjunction with the Users - View permission. This permission can be constrained by OU, User's OU, User's Self, User Self and Subordinates, and User. This is an administrator permission. Core Administration
Users – Edit General Information Grants ability to edit the general fields on a user record, including first name, last name, username, assigned OUs, and custom relationships. This permission works in conjunction with the Users - View permission. This permission can be constrained by OU, User's OU, User's Self, User Self and Subordinates, and User. This is an administrator permission. Core Administration
Users - Edit Middle Name Grants ability to modify the middle name for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. This is an administrator permission. Core Administration
Users - Edit Mobile Phone Grants ability to modify the Mobile Phone number for a user via the Admin/Users screen. The availability of this permission is controlled by a backend setting. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Prefix Grants ability to modify the prefix for a user's name via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. This is an administrator permission. Core Administration
Users - Edit Sensitive Information: Unmasked Grants ability to view and edit unmasked Sensitive Personally Identifiable Information (SPII) fields on the user record. Administrators with this permission have the option to view and edit the actual data on the user record. This permission can be constrained by OU, User's OU, User's Self, User's Subordinates, User's Direct Subordinates, User, and Employee Relationship. This is an administrator permission. Core Administration
Users - Edit Signature Grants ability to modify the signature font for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. This is an administrator permission. Core Administration
Users - Edit Suffix Grants ability to modify the suffix for a user's name via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. This is an administrator permission. Core Administration
Users - Edit User ID Enables administrator to modify the User ID for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Absent Status Enables administrator to modify the Absent status for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Active Status Enables administrator to modify the Active status for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Address Enables administrator to modify the address for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Approver Enables administrator to modify the specified Approver for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Email Enables administrator to modify the Email Address for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Fax Enables administrator to modify the Fax number for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Language Enables administrator to modify the portal display language for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Last Hire Date Enables administrator to modify the Last Hire Date for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Manager Enables administrator to modify the assigned Manager for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Original Hire Date Enables administrator to modify the Original Hire Date for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Phone Enables administrator to modify the Phone number for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Photo Enables administrator to upload a photo for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Reconciliation Enables administrator to modify the Reconciliation status for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Required Approvals Enables administrator to modify the number of required training approvals for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - Edit Users Time Zone Enables administrator to modify the portal time zone for a user via the admin/users screen. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users – Effective Dating: Manage Enables administrator to make effective dated changes to the user record. This permission only works when used in conjunction with the Users - Edit General Information permission. This permission cannot be constrained. This is an administrator permission. Core Administration
Users - View Grants ability to search for and view summary information about users in the portal via the Admin/Users screen. This permission can be constrained by OU, User's OU, User Self and Subordinates, and Users. If multiple constraints are added, these constraints are considered OR statements. This is an administrator permission. Core Administration
Users – View Custom Field Information Grants ability to view the custom fields on a user record. Administrators are only able to view a custom field on a user's user record if the user is within their permission constraints and the administrator is within the availability of the custom field. This permission works in conjunction with the Users - View permission. This permission can be constrained by OU, User's OU, User's Self, User Self and Subordinates, and User. This is an administrator permission. Core Administration
Users – View General Information Grants ability to view the general fields on a user record, including first name, last name, username, assigned OUs, and custom relationships. This permission works in conjunction with the Universal Profile - User Record - View Users permission. This permission can be constrained by OU, User's OU, User's Self, User Self and Subordinates, and User. This is an administrator permission. Core Administration
Users - View Middle Name Grants ability to view the middle name for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users and Users - View General Information permissions. This is an administrator permission. Core Administration
Users - View Mobile Phone Grants ability to view the Mobile Phone number for a user via the Admin/Users screen. The availability of this permission is controlled by a backend setting. This permission only works when used in conjunction with the Users - View permission. Core Administration
Users - View Modification Details Grants ability to view the Modification Details on the User Record and view User Audits fields when creating a Reporting 2.0 report. This permission only works when used in conjunction with the Users - View permission. This is an administrator permission. Core Administration
Users - View Prefix Grants ability to view the prefix for a user's name via the Admin/User screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users and Users - View General Information permissions. This is an administrator permission. Core Administration
Users - View Sensitive Information: Masked Grants ability to view masked Sensitive Personally Identifiable Information (SPII) fields on the user record. Administrators with this permission cannot view the actual data. This permission can be constrained by OU, User's OU, User's Self, User's Subordinates, User's Direct Subordinates, User, and Employee Relationship. This is an administrator permission. Core Administration
Users - View Sensitive Information: Unmasked Grants ability to view unmasked Sensitive Personally Identifiable Information (SPII) fields on the user record. Administrators with this permission have the option to view the actual data on the user record. This permission can be constrained by OU, User's OU, User's Self, User's Subordinates, User's Direct Subordinates, User, and Employee Relationship. This is an administrator permission. Core Administration
Users - View Signature Grants ability to view the signature font for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. This is an administrator permission. Core Administration
Users - View Suffix Grants ability to view the suffix for a user's name via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View User ID Enables administrator to view the User ID for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Absent Status Enables administrator to view the Absent status for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Active Status Enables administrator to view the Active status for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Address Enables administrator to view the address for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Approver Enables administrator to view the specified Approver for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Email Enables administrator to view the Email Address for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Fax Enables administrator to view the Fax number for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Language Enables administrator to view the portal display language for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Last Hire Date Enables administrator to view the Last Hire Date for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Manager Enables administrator to view the assigned Manager for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Original Hire Date Enables administrator to view the Original Hire Date for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Phone Enables administrator to view the Phone number for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Photo Enables administrator to view a photo for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Reconciliation Enables administrator to view the Reconciliation status for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Required Approvals Enables administrator to view the number of required training approvals for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration
Users - View Users Time Zone Enables administrator to view the portal time zone for a user via the Admin/Users screen. This permission only works when used in conjunction with the Universal Profile - User Record - View Users permission. Core Administration

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 Compensation 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.