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.

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

  • Go to Admin > Tools > Core Functions > Users. Then, 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.

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.