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.

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. The maximum number of records that can be exported is 5,000.

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

User Options

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

  • Unlock Account - This option only appears for a user if their account has been locked due to unsuccessful login attempts. Select this option to unlock the locked account. A confirmation pop-up opens to confirm the action.
  • View Hierarchy - Select this option to view the user's manager/subordinate hierarchy. See User Hierarchy.
  • Permissions - Select this option to view the user's permissions. See View Permissions - User Record.
  • Change Password - Select this option to reset the user's password. This option is only available if you have the appropriate permission. See Edit User Password.
  • View Transcript - Select this option to view the user's transcript. As an administrator, you can remove transcript items, add external training, edit due dates, edit transcript details, and other functionality. This option is only available if you have permission to view transcript items.

    Note: The Employee Transcripts - Manager/Approver Access permission does not grant access to the View Transcript link in User Options.

  • View Certifications - Select this option to view the user's certifications transcript.
  • Revoke Training Unit - Select this option to revoke training units from the user. See Revoke Training Units.
  • Resume - Select this option to view or edit the user's resume.
  • View My Team Profile - Select this option to view the user's My Team profile. See My Team - Profile.
  • Employee Salary - This option is available to administrators who have permission to view users and manage employee salaries. Selecting this option opens the Employee Salary Management page for the user. There, the administrator can add, remove, and update the user's salaries. See Employee Compensation Administration.
  • Proxy as User - Select this option to open the Proxy as Another User page. This page enables the administrator to proxy in to the system as another user. This page also displays a history of all administrators that have used the Proxy feature for 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.
  • Manage Device Tokens - Select this option to manage the user's devices that are registered with the Cornerstone mobile application. See Manage Device Tokens.
  • Permissions Constraints Details - This option is only available to administrators with the appropriate permissions, and it is only available for users within the administrator's permission constraints. Selecting this option opens the Permissions Constraints Details page where the administrator can view each of the user's security roles, permissions, constraints, and permission modification history. See View Permissions Constraints Details.

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.