User Records Administration

The user record represents the complete profile of each user in the system, including each user's unique identifiers. Often, all user information is loaded and updated via a data feed from your organization's Human Resource Information System (HRIS). In this case, administrators rarely update user information manually through the system. However, the user record serves as a critical source of baseline information for each user.

Accurate user information ensures that the system effectively manages each user who is to have access to the portal. The user record determines which Organizational Unit the user is associated with (e.g., Position, Division, Cost Center). The Organizational Units (e.g., Division, Cost Center) selected in each user record will determine availability, approval workflows, and preference settings for that user.

To access the User Records Administration page, go to Admin > Tools > Core Functions > Users.

Permissions Considerations

  • Administrators must have the Universal Profile - User Record - Create Users permission in order to access the User Record Administration page and to create new users in the system.
  • Administrators must have the Universal Profile - User Record - Edit Users permission in order to edit user records. Administrators must have additional permissions to edit each portion of the user record.
  • Administrators can view user records with the Universal Profile - User Record - View Users permission. This enables administrators to view user records without editing them. Administrators must have additional permissions to view each portion of the user record.
  • If multiple constraints are added to the Users - View permission, these constraints are considered OR statements.

Page Features

Feature Description
Search for Users Search for existing users using any of the criteria: Last Name, First Name, User ID, User Name, Email, City, State, Zip, Country, Manager, Approver, Status, or Organizational Units.
Add User

Click this link to add a user. This link is only available to administrators who have permission to create users. See User Record - Add.

Print User List Click the Printable Version icon to view a printable version of the search results, or click the Export to Excel icon to export the search results to Excel.
Users List The following information is displayed for each user in the search results:
  • User - Click the user's name to view or edit the user record. See User Record - Edit.
  • User Name
  • User ID
  • Status
  • Identifier
  • Manager
  • Approver


The following options may be available in the drop-down in the Options column, depending on your portal configurations:

Potential Duplicate User

When an organization using Cornerstone HR creates new users, the system can be configured to evaluate whether the new users are similar to existing user records. This is done in order to prevent the same user from being added to the system more than once. If similar records do not exist, the new users will be created normally. However, if similar records do exist, the record creation is prevented. A message is displayed to alert administrators that a potential duplicate user has been identified.

Administrators who have the Prevent Duplicate Records - Reconcile permission can click the link within the message to view and manage pending user records. See Pending User Records.

See Users - Potential Duplicate User.

See also