IBM Kenexa Onboard on Cloud: User Types and Capabilities

Answer

This page describes the configuration and function of User Type Capabilities within Onboard - with specific focus on Talent Suite Onboard and the New Hire Management capabilities.

Strike Through - Capabilities that are not used in Talent Suite Onboard are listed, no description is provided, and that are denoted with a strike through.

System Admin Level Capability - This text denotes capabilities that are typically relegated to System Admin level users, although they can be applied to any user type.

TOPICS:
User Types
· What is a User Type?
· How do I create a new User Type?
· How do I set a User Type for a user?

User Type Capabilities
New Hire Management
· New Hire Management
· Actions on New Hire
Administration
· Dictionaries
· User Groups
· User Types
· Jobs Related
· Correspondence
· Settings
· Miscellaneous
· System settings
· Audit Trail
Reports


User Types

What is a User Type?
A User Type is a part of the user license which provides additional controls over what access a user has in Talent Suite Onboard, specifically controlling what screens and data a user can access.

How do I create a new User Type?
Users with the User Type capability Administration > User Types > Add or Edit User Types will be able to access the Users > User Types screen to add or modify User Types.

How do I set a User Type for a user?
As part of Talent Suite User Management, and provisioning of the Onboard license for a user, the OB_MANAGER_USER_TYPE is required.

Specifications for User Management and setting values to individual fields can be found as part of the Talent Suite Admin Application Guide in the IBM Kenexa Talent Management Solutions Knowledge Center.


User Type Capabilities

A User Type Capability is a configuration option which extends or limits a user's access to the Talent Suite Onboard Application.

New Hire Management

Create New Hire
Enables the ability to Create New Hire, adds a button on the 'My Tasks' page.

View All New Hires
Enables the ability to View All Hires, adds a filter option on Currently Onboarding page to expand filter. For clients enabled with the Manage New Hires page, this displays ALL new hires to a user, by default, irrespective to their other capabilities for New Hire Display Criteria.
System Admin Level Capability

Actions on New Hire

Edit New Hire
Enables the ability to edit a new hire on the Profile page in Talent Suite Onboard.

View New Hire Profile
Enables the ability to view the new hire profile screens, which includes Onboarding Tasks, Personal Information, Documents, Correspondence Log, and Onboarding Participants.

Enable Print New Hire Documents
Enables a user to view and print documents for a new hire on the Documents page in Talent Suite Onboard.
Note: Must be enabled in conjunction with Administration > Miscellaneous > Enable Print New Hire Documents capability.

New Hire Display Criteria
If this option is left disabled, Talent Suite Onboard will provide the default functionality, which is to only display new hires to whom a user is related as a Job Participant. Being a Job Participant is a function specific to Onboard but is typically a 1:1 relationship with the Requisition Team for a job requisition in BrassRing, although there are exceptions if clients have custom mapping in the BrassRing to Onboard Integration.

· View New Hires matching Job Location - This sub-selection of the New Hire Display Criteria restricts a user to viewing only New Hires to whom they are associated to by Location - this leverages the Location Management functionality. If a user's Location is equal to the Location defined on a Job Requisition, they will see all new hire's associated to that requisition. Users can have multiple Locations. A description of Location Management can be found here: Location Management

· View New Hires matching Job Creator or Participant or Location - This sub-selection of the New Hire Display Criteria permits a user to view New Hires to whom they are associated to by Location AND by Job Participation - this leverages the Location Management functionality. A description of Location Management can be found here: Location Management


Task Completion Criteria
If this option is left disabled, Talent Suite Onboard will provide the default functionality, which is to allow completion of tasks assigned to the User (based on Task Ownership defined in the Workflow, and Job Participation) and to complete New Hire assigned tasks which do not require a signature. The default functionality also provides the ability to Claim Tasks.

· Ability to view/edit/complete tasks owned by the user only - This sub-selection of Task Completion Criteria restricts the user to only being able to view and complete which are assigned to them (based on Task Ownership defined in the Workflow, and Job Participation). This sub-selection does not permit the user to Claim Tasks.
· Unrestricted ability to view/edit/complete tasks - This sub-selection of the Task Completion Criteria permits the user to complete any and all tasks that they can access in the system - based on their New Hire Display Criteria capability - except New Hire assigned tasks which require a signature. This sub-selection also provides the ability to Claim Tasks. System Admin Level Capability

Allow Reopen Own Tasks
Enables the ability to reopen tasks that were completed by or assigned to the user.

A description of Task Reopen functionality can be found here: Task Reopen

Allow Reopen Any Tasks

Enables the ability to reopen any task - regardless of assignment - including new hire tasks.
System Admin Level Capability

A description of Task Reopen functionality can be found here: Task Reopen.

Task Reopen - Ignore Prevention
Enables the ability to reopen tasks even if the workflow has progressed past the configured 'Prevent Task Reopen' task.
System Admin Level Capability

A description of Task Reopen functionality can be found here: Task Reopen

View encrypted fields
Enables the ability to view the values of encrypted fields. Without this capability, encrypted field values display as masked in the UI.

Note: The Social Security Number field is a encrypted by default at client creation. Other fields can be encrypted by request, but this requires engineering involvement. Once a field is encrypted, it should not be decrypted.


Administration

Dictionaries

Manage dictionaries
Enables a user to access the Manage Dictionaries screen (System Configuration > Dictionaries).
System Admin Level Capability

· Manage System Dictionaries - This sub-selection enables a user to access the System Standard Dictionaries only on the Manage Dictionaries page. System Admin Level Capability
· Manage Custom Dictionaries - This sub-selection enables a user to access the Custom Dictionaries only on the Manage Dictionaries page. System Admin Level Capability
· Manage both, system and custom dictionaries - This sub-selection enables a user to access both the System Standard and Custom Dictionaries on the Manage Dictionaries page. System Admin Level Capability

Rename private dictionary values
Enables a user to override the dictionary values in the System Private dictionaries. This is not meant for general Admin use.
System Admin Level Capability

Organization Levels
· Add Organizational Levels
· Edit Organizational Levels
· View Organizational Levels
· Configure Organizational Level Settings

User Groups

Manage User Groups and Field Permissions
Enables a user to add and edit User Groups and Field Permissions on the Users > User Groups [User Groups] and Users > User Groups [Field Permissions] screens.
System Admin Level Capability

A description of User Groups and Field Permissions can be found here: User Groups and Field Permissions

Manage Users

User Types

Add or Edit User Types
Enables a user to add or edit User Types on the Users > User Types screen.
System Admin Level Capability

View Manage User Types


Jobs Related

Create/edit job templates
Enables a user to add and edit Job Templates on the Job Settings > Job Templates screen.
Note: most clients will not leverage multiple Job Templates from the Onboard perspective, and as such will have a single Job Template simply for the functionality of the BrassRing to Onboard Integration to be successful.
System Admin Level Capability

Manage Job Workflow Activity Lists
Enables a user to view and edit Workflows on the Job Settings > Job Workflow screen.
Note: This requires that the client System Admin has been enabled/trained on the use and configuration of workflows, as well as implications to changing workflow configurations.
System Admin Level Capability

Create job approval process

Access field driving rules
Enables a user to view and edit the configuration of custom defined Field Driving Rules on the System Configuration > Field Driving Rules screen.
System Admin Level Capability

Access system default driving rules
Enables a user to view and edit the configuration of system standard Field Driving Rules on the System Configuration > Field Driving Rules screen.
System Admin Level Capability

Manage Franchises
Enables user to add/edit Franchises on the Job Settings > Franchise Management screen.
System Admin Level Capability
A description of Franchise Management functionality can be found here: Franchise Management

Correspondence

Add and Edit Correspondence Templates
Enables a user to add or edit correspondence templates which are sent from the Onboard system at activity completion on the System Configuration > Correspondence screen.
Note: These are custom correspondence, or standard correspondence sent from Onboard, this does not include Gatekeeper correspondence.
System Admin Level Capability

Manage Correspondence Templates
Enables a user to view the System Configuration > Correspondence screen.

Ability to customize message body in preview mode (before sending)


Settings

Manage Career Centers
Enables a user to manage the all Career Center settings and screens:
1. Career Centers > Settings
2. Career Centers > Direct Search Links
3. Career Centers > Field Sequence
4. Career Centers > Screen Appearance
5. Career Centers > Labels and Custom Fields
6. Career Centers > Labels and Custom Fields

Note: Career Centers are not used or supported in Talent Suite Onboard, but some of the settings are still maintained - specifically email sender, etc - as legacy functionality is tied to it (like Job Creation). Client System Admin users should not need access to this page for configuration.
System Admin Level Capability

Manage the Order of Fields
Enables a user to access and edit configuration on the following screens:
1. System Configuration > Field Sequence
2. System Configuration > Screen Appearance
3. System Configuration > TS Filter and Display Fields
4. System Configuration > Task Groups
5. Career Centers > Field Sequence
6. Career Centers > Screen Appearance
7. Career Centers > Labels and Custom Fields
System Admin Level Capability

Use Import & Export Utilities
Enables access to the following screens:
1. Utlities > Import (used for BrassRing to Onboard integration mapping only)
2. Utlities > Export
3. Utlities > Monitor
4. Utlities > Reindex

Note: Client system admins are not typically enabled on the use of this page, and management of the BrassRing to Onboard XSLT is left to the client support teams (CSM, GSC).
System Admin Level Capability

Manage Labels and Custom Fields
Enables a user to access to the following configuration screens:
1. System Configuration > Activity Fields
2. System Configuration > Labels and Custom Fields
3. Career Centers > Labels and Custom Fields
System Admin Level Capability

View the system log
Enables a user to access and view the system log on the Utilities > View Server Log screen.
Note: Client system admins are not typically enabled for access to this page, as it is only used for debugging issues.
System Admin Level Capability

Configure system settings
Enables a user to access the System Configuration page and the below screens:
1. System Configuration > System Settings > E-mail Settings
2. System Configuration > System Settings > Miscellaneous Settings
3. System Configuration > System Settings > Job Settings
4. System Configuration > System Settings > Onboard Settings
5. System Configuration > System Settings > New Hire Integration Settings
6. System Configuration > Locales
7. System Configuration > Display Text
8. Career Centers > Display Text
System Admin Level Capability

Multiple New Hire Portal Settings
Enables a user to manage the Multiple New Hire Portals settings screens:
1. Multiple New Hire Portals > Settings
2. Multiple New Hire Portals > Field Sequence
3. Multiple New Hire Portals > Labels and Custom Fields
4. Multiple New Hire Portals > Display Text

Note: Multiple New Hire Portals are not used or supported in Talent Suite Onboard, but some of the settings are still maintained - specifically email sender, Employer information, Division (Everify)- as legacy and some Talent Suite functionality is tied to it (like Job Creation and Everify integrations). Client System Admin users should not need access to this page for configuration.
System Admin Level Capability

Configure toolbar settings for user type

Configure personal toolbar settings


Miscellaneous

Manage forms
Enables a user to access Job Settings > Forms screen for adding and editing activity attachments, including PDFs for Generic_Form_Activities and their mapping.
System Admin Level Capability

Manage Document Templates

View the My Onboarding Work Queue icon on GTB

View New Hire List

Update personal settings of the primary user when logged in as proxy user

View encrypted fields
Enables a user to view encrypted fields. Without this capability, a user will see the field value as masked in the UI.
Note: The only field which is encrypted standard is the Social Security Number, other fields can only be encrypted by request, and require development intervention. Once encrypted, fields should not be decrypted.

Ability to add data to sublevels of the organization

Create Manage Conditions
Enables a user to access the System Configuration > Manage Conditions screen and to add/edit conditions for use on Workflow configuration.
System Admin Level Capability

A description of Conditions functionality can be found here: Conditions and Conditional Workflows

Edit online help in wikis

Enable Print New Hire Documents
Enables a user to view and print documents for a new hire on the Documents page in Talent Suite Onboard.
Note: Must be enabled in conjunction with New Hire Management > New Hire Management > Actions on New Hire > Enable Print New Hire Documents capability.

Disable Recruit functionality for Onboard only clients

Enable Activity Reset


System settings

Access system settings tab
· View and edit administrator's settings (on the Settings screen) and access all admin related tabs
· View and edit hiring manager's settings on the Settings screen
· View and edit recruiter's settings on the Settings screen

Remove attachment

Access Client Administration settings


Audit Trail

Edit Audit Trail Settings
Enables access to the System Configuration > System Settings > Audit Trail Settings screen.
Note: Client system admins are not typically enabled for access to this page.
System Admin Level Capability

View Audit Trail Report for System Settings


Reports

Access reports
Enables a user access to the Reports screens.
· Generate new report - Enables a user to create new ad hoc reports, or create copies of existing standard or ad hoc reports.
· Overview the job statuses of the user
· Audit Report
· Generate My Reports - Enables access to the My Reports reporting tab, where a user can run their existing ad hoc reports.
· Download Reports - Enables a user to download reports which they can generate.
· View the Schedule Reports section of the on the View-Edit Standard and My Reports - Enables a user to view and edit the Schedule Reports section when creating or modifying reports.
· Activities in a time frame
· Time taken to approve a job
· Generate usage report
· Generate candidate report based on the race and gender for each Job Group
· Generate Key Integrity Report
· Generate Key Storage Integrity Report
· Generate Key Storage Audit Report
· Report on candidate's source for a requisition
· Generate candidate source report
· Generate public report - Enables a user to create and save reports in Public folders.
· Delete public report - Enables a user to delete any public report. System Admin Level Capability
· Onboarding Activity Report - Enables access to the Standard Report: Onboard Activity. A report based on workflow statistics such as number of new hires in each onboarding step.
· Onboarding Cycle Time Report - Enables access to the Standard Report: Onboard Cycle Time. A report based on usage statistics such as total time to complete onboarding and total time spent on specific onboarding steps.
· Escalation Reminder History Report
State Forms Report - Enables access to the Standard Report: State Forms Activity. A report which provides information related to the Talent Suite State Form Activity.