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Self Service Users Maintenance

The Employee Self Service (ESS) Users Maintenance screen is used to generate ESS users in bulk, automatically generating user names and passwords.

This process can also be used to update existing ESS users, and disable/enable access to ESS.

To create or update ESS users in bulk, the following window is used:

From the Toolbar, select Security and from the Navigator, select Self Service Users Maintenance.

(Hover over with your mouse to see the sample image in full size.)

Prerequisites

  • No prerequisites.

Rules and Guidelines

  • No rules or guidelines.

Field Information

ClosedUser ID and Password Create Method

When Action code of 'I' (Create New Users) is chosen, the "Email User's Login Details", "User ID Based On", "Group Profile", and "Access Profile" fields are mandatory fields.

Option Description
Action*

This is a mandatory field. Select the action you wish to take:

D - Disable all selected ESS users in bulk

E - Enable all selected disabled ESS users in bulk

I - Create New ESS users

U - Update existing selected ESS users

Report Only*

This is a mandatory field. Select the action you wish to take:

N - Create report and make changes to the users

Y - Create a report only of what will happen if the option is run. This option will not update users.

Email Users Login Details*

This will become a mandatory field if the following parameters are true:

  • Action = 'I' or 'U' and Report Only = 'N'

Select the action you wish to take:

N - No email will be sent to users once the ESS user profiles have been created

Y - An email will be sent to the users once the ESS User profiles have been created

The email sent will contain the user's login details, this includes their login user name and a system-generated unique password. The user will be forced to change their password the first time they log into ESS.

User ID Based On*

Select the method by which you wish to base the creation of ESS users on:

Business Email - the employee's business email ID is used as the ESS user login name

Personal Email - the employee's personal email ID is used as the ESS user login name

Group Profile*

This is mandatory field when Action is 'I' or 'U'. Select the group profile to apply.
Access Profile*

This is mandatory field when Action is 'I' or 'U'. Select the access profile to apply.

 

ClosedSelection Criteria

This selection criteria is used to determine which employees will be created, updated, enabled, or disabled; if you leave any field blank, then that criteria will be ignored.

Option Description
Organisation Unit Select from the prompt lists or leave field blank for ALL
Position Select from the prompt lists or leave field blank for ALL

 

The Employee Self Service (ESS) Users Maintenance process generates a summary report, this report contain:

  • Any errors that may have occurred during the process, and
  • User profile details of employees that were created successfully, which include the following:
    • Employee ID number
    • Employee name
    • Employee date of birth
    • Application user name
    • System-generated password
    • Email/Login user name, this is the email address used to send the employee their login details, as well as being used as the login user name for ESS.