Self Service Users Maintenance

This window is used to generate or update Employee Self Service Users in bulk.

Prerequisites

  • No prerequisites

Rules and Guidelines

  • This window can also be used if updating a number of existing employee Self Service users, to change their Group or Access Profiles.
  • Users of Manager Self Service cannot be created or maintained via this window.

Field Information

This refers to the action to be taken. Make sure to populate this field with any of the codes below. Leaving this field blank or populating this with a value other than what's in the list will make your action invalid.

Code Description
C Create Users for SSO.
D Disable all the users who meet the criteria entered (e.g. if a Position is entered, all employees in that position will have their Self Service Access disabled).
E Enable all the users who were previously disabled using this option.
I Create New Users.
M Update Existing Users to SSO.
N Update Existing Users to Use Standard Logon.
U Update Existing Users.

 

Indicate if the employee/s filtered via the Selection Criteria will be updated upon clicking the Run Process or will only be included in the report to be generated.

Code Description
Y

A report is produced showing the changes that will occur, this is useful to create a list of employee's who are not registered for Self Service.

N The selected employees will be updated with the Action selected and a report showing the changes that occurred is provided. If selected, a Welcome email will be sent to all new Users created.

 

Specify if a welcome email with all of the login details will be sent to the new users or not.

This field is enabled only when the Action field is set to C, I, M, or N, AND the Report Only field is set to N.

  • When the ID Number or Name is selected in the User ID Based On field, the process will look at the saved value in the Business Email Address attached to the employee to send the email to. If no Business Email Address is found, then the Exceptions Report generated by the process will note that no email address is found to send the Sign In Details to.

  • When an email address is found, the content of the email will include the correct auto-generated User ID and Password details.

 

The options for the Login Username that can be applied when creating new Self Service Users are:

Option Description
Business Email The employee's Business Email Address is used as the Self Service Login User Name.
Personal Email The employee's Personal Email Address is used as the Self Service Login User name.
ID Number The ID Number is used as the Self Service Login User name.
Name The Name of the user is used as the Self Service Login User name.

 

This field is enabled only when the Action field is set to C or I.

This is the method where the automatic creation of passwords for new users is based from.

Option Description
Birth Date The password is the employee's date of birth in the format DDMMYY.
If Personnel records do not contain birthdays, the password will be generated as 010101.
Existing Password

No password change is necessary. The current password will be retained.

  • If the user has logged into Preceda then password update will not take effect.
  • If the user has never logged into Preceda, password update can be performed.

Note: If this option is chosen, the password will not be shown in the Report (Report Only with Y).
ID Number The password is the employee's ID Number.
Random Characters

The password is generated based on Random Characters.
  • The first time a user logs in to Self Service, they will be forced to change the password.
  • The password cannot be the same as the username.
  • If using Prevar settings to control the format of passwords, the required format is enforced when the user logs on for the first time and is required to change their password.
  • This field is enabled only when the Action field is set to C, I, or U.

 

Select the Group Profile to be assigned to the Users.

This field is enabled only when the Action field is set to C, I, or U.

Select the Access Profile to be assigned to the Users.

This field is enabled only when the Action field is set to C, I, or U.

 

The following fields are used to identify which employees will be included in the action being processed. Only employees who match the content of all fields populated will be included in the process.

An organisation unit represents a business unit within your company, and will also include position definitions attached to employees.

Select a Position within the organisation to only include employees who are attached to this Position.

This field represents the location of the employee's workplace.

This field represents the name of the company.

This field represents the state where the company is located.

This field represents the location where the employee's company is.

This field represents the wage group of the employee.

This field represents the cost centre of the company.

This field represents the list of available Payrun Groups.

A single Security Group can be selected or a range of values can be selected.

 

Select Run Process to perform to the requested action for the selected employees.