To add a user to your RBox database, you need to send a User Invite to the user, to join the PSAN environment. You can also set permissions for individual users or via User Roles.
The User Management data folders in the System Configuration module provide views for managing the User logins and User Roles in RBox. You can perform the following tasks:
You can create new logins, modify existing ones, assign and modify permissions for accessing various RBox modules and features, disable/delete logins etc.
All pre-defined (role-specific) logins come with pre-configured user permissions which cannot be modified by end-users.
Common Tasks
- Create a new user in RBox
- Accepting a User Invite
- Set permissions for a user
1. Create a new user in RBox
To create a new user in RBox follow these steps via a user login having administrative privileges:
- Point to the Tools menu and select 'System Configuration'.
- In the System Configuration Navigator, expand 'User Management' and click on the 'Users' data view.
- From the File menu select 'New'. The New User sheet will be opened like in the screenshot shown below.
2. Enter User details in the Form
a. User Name - Enter the details for the user in this form. Start with the User's name whom you are sending this invite to.
b. Email Id - Enter the User's actual/ official Email Id where they will be receiving the New User Invite mail.
c. User Id - This name would be the display name of the user in the database. You can set this same as the User name.
d. Team - This list displays the Functional teams created by you in your database. You can create a new functional team from the Team Management data folder view in System Configuration. You should select a team from the list to which this user you are sending the invite, belongs to.
e. Organization - The default organization name displayed would be your Company's name that is the Host Organization. If the user you are inviting belongs to your organization, then you should be choosing your organization name. The list also displays Client and Vendor names. If the user is a Client or Vendor type user, then select that organization from the drop list.
f. User Profile - From the User Profile drop down, you need to select a Profile type which would determine the nature of the work and responsibilities of the user. If the user you are adding is a Manager type user, then you should be choosing the Manager profile type and if the user is only a User type user, then select the User profile from the list.
There are two types of User profiles in the product.
The Manager and Recruiter User profiles are displayed in the drop down when you select your Organization name from the Organization drop down shown above.
i. Manager - Role with Full permissions and access to the database. Assign this role for a User who has Admin privileges or is a Manager type user.
ii. User - User who is not a Manager but takes all the placement actions for example Candidate screening etc. Has access to all product features except for Manager and Admin privileges.
g. User Role - User Role is decided based on the Profile type you have selected above. User Role decides the initial set of permissions and privileges given to the user. You can create custom User Roles with customized permissions and then send a user invite for that user role. In the example below, you can see custom roles designed for a Manager type user for example, Sub-Manager.
h. Time Zone - Set your Time Zone for the drop down here for the User. If the User is from a different time zone other than yours, then select that from the list.
i. Comments - Specify any comments for the User which you would want to record.
Click on the 'Invite' button once you have specified all the above details. A User Invite would be sent to the Email ID of the user that you had specified above.
2. Accepting a User Invite
Once the Admin User sends the User Invite, the recipient user receives the Invite mail in his Email Account. You would see an invite mail sent by the PSAN system in your Inbox. The database and the Admin user sending the invite would be specified in the mail. Click on the Join RBox button.
This would redirect the user to a PSAN form. Your email ID would already be seen set as the PSAN ID. Just enter your password and click on the Signup button. An Invite Acceptance page would be launched.
Click on the Accept button and you would have successfully Signed Up in the RBox account. This also directly logs you in your account. Note that your Email Id is your PSAN ID through which you would login into your account.
3. Set permissions for a user
To set permissions for a user in the database follow these steps via a user login having administrative privileges:
- Point to the Tools menu and select 'System Configuration'.
- In the System Configuration Navigator, expand 'User Management' and click on the 'Users' data view.
- The right-hand pane will display list of all user accounts configured in the database.
- Click on the user account for which to change permissions. The user account detail page will come up.
- Scroll down to the permissions section.
- Make changes in the relevant categories of permissions i.e. Candidates, Reports, Business Relationships, Communication & Productivity, etc.
-To deny a permission for the user, check the checkbox beside a permission. You would see that the green dot has changed to red. You can similarly move through each tab and deny accessibility to the user for specific product features.
-Click on the 'Save' button to save your changes.
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