User Record - Sensitive Information

The User Record page is organized into sections. 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.

To add a new user record, go to Admin > Tools > Core Functions > Users. Then, select the Add User link.

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.

Security Considerations

When viewing the User Record page, administrators must have permission to view these fields. In addition, an administrator may have permission to view these fields masked or unmasked.

When adding a new user or editing the User Record page, administrators must have permission to edit these fields.

Only administrators whose IP addresses are listed in the Authorized Sensitive Information IP Addresses section on the IP Whitelist page are able to decrypt and view SPII fields. If an administrator has permission to view or edit SPII fields, but the Sensitive Information IP Whitelist has not been configured or the administrator's IP is not on the whitelist, then an error message is displayed in this section. See IP Whitelist.

Date of Birth

This field is used to store the user's date of birth (DOB). By default, the entire DOB is masked.

  • When an administrator views or edits the user record, a Show link is displayed next to the field if the administrator has permission to view or edit the unmasked value. Select this link to view or edit the unmasked field value. The DOB value cannot be copied. Whenever an administrator selects the Show link for a SPII field, the system captures this information on the backend for auditing purposes.
  • When an administrator enters a value for this field or shows the unmasked value for this field, a Hide link is displayed next to the field. Select this link to hide or mask the DOB.

Social Security Number

This field is used to store the user's Social Security Number (SSN). By default, only the last four digits of the SSN are displayed, and the first five digits are masked.

  • When an administrator views or edits the user record, a Show link is displayed next to the field if the administrator has permission to view or edit the unmasked value. Select this link to view or edit the unmasked field value. The SSN value cannot be copied. Whenever an administrator selects the Show link for a SPII field, the system captures this information on the backend for auditing purposes.
  • When an administrator enters a value for this field and exits the field, the field value is automatically masked. The last four digits of the SSN remain visible.
  • When an administrator shows the unmasked value for this field, a Hide link is displayed next to the field. Select this link to hide or mask the first five digits of the SSN. The last four digits of the SSN remain visible.

Proxy as Another User - Sensitive Personally Identifiable Information

When an administrator logs in to the system as another user using the Proxy as Another User functionality, that administrator can never unmask, edit, or set Sensitive Personally Identifiable Information (SPII) fields. This ensures the information is completely secured and can only be accessed by administrators who have the appropriate permissions.

If an administrator attempts to unmask or edit SPII fields, a pop-up opens to indicate that the administrator cannot access SPII fields when a use account is impersonated. If an administrator attempts to create a user and set SPII fields, an error message is displayed when the administrator attempts to save the user record.

In order to be able to unmask, edit, or set SPII fields, an administrator with the appropriate permissions must log in to the system or use Single Sign On (SSO) to log in as themselves.