User Record - Edit
The Edit User Record page enables administrators to modify the details of a user's record. Administrators are only able to view and edit fields based on their permissions. If an administrator does not have permission to view or edit a field on the user record, then the field is not visible to the administrator.
Edit a user's user record in one of the following ways:
- Go to Admin > Tools > Core Functions > Users and select the name of the appropriate user.
- Navigate to the user's Universal Profile. Select the User Record tab from the Universal Profile navigation. Then, select the Edit Record button.
For organizations that have Effective Dating enabled, the administrator must set an effective date for the modifications prior to editing the user record. See User Record - Effective Dating.
Permissions
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 |
User Preferences - Reasons for Change: Manage |
Grants ability to define and configure Reasons for Change on the User Preferences administrator page, which may be used when modifying the user record. The administrator must also have the User Preferences - Core Information: View permission to access the User Preferences page.
This permission is also required to view and set the Reason for Change field when editing a user record.
This permission cannot be constrained. This is an administrator permission.
|
Core Administration |
Options
The following options may be available from the Options drop-down menu:
- 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.
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.
Save User Record
To save changes to a user record, select the Save button in the dark grey floating action bar at the bottom of the screen. When the user record is saved, each field value is validated.
When saving a user record, the administrator is returned to their original page. For example, if the administrator edits a user record after navigating from the Users search page, then the administrator is returned to the User's search page when the user record is saved.
If Effective Dating is enabled, following the field validations, the system behavior depends on the effective date:
- Today - If the effective date is set to Today, then each modification is added to the user's Modification History and a new record is added to the Effective Dated Records timeline. Each individual modification is also applied to all future effective dated records that do not specify a modification to the same field.
- Past Date - If the effective date is set to a date in the past, then each modification is added to the user's Modification History and a new record is added to the Effective Dated Records timeline. Each individual modification is also applied to the current user record and all future effective dated records that do not specify a modification to the same field.
- Future Date - If the effective date is set to a date in the past, then a new record is added to the Effective Dated Records timeline. Each modification is not added to the user's Modification History until the effective date of the record is reached and the modifications are processed successfully. Each individual modification is applied to all effective dated records that have an effective date that is beyond the selected effective date so long as the effective dated records do not specify a modification to the same field.