Release Notes July 2018

Role Management

Historically, the AgileHR system has included static User Roles and sub-roles (additional module specific functionality that can be assigned outside of main Roles).  These Roles could not be edited and custom access could not be created. 

The new Role Management feature will allow Administrative Users to customize existing system, non-Employee roles, creating unique Roles based on the existing system roles.  These new Roles can then be assigned to system users.  

IF YOU WISH TO ACTIVATE THIS FEATURE, PLEASE CONTACT YOUR SUPPORT REPRESENTATIVE.

System Employee Roles include:

*Employee Roles from Candidate Management Module

All Modules

• Employee: Default User. Access to Employee Portal.  Module specific Employee Roles can be applied.  Custom Roles cannot be assigned.
• Administrative User: Access to all modules and feature sets.

Applicant Tracking

• Hiring Manager: User can access some portions of the ATS Candidate screen
  • Job Feedback Provider: User can provide feedback and approval on routed Job Descriptions.
  • Requisition Approver:   User can create a requisition request as well as approve routed requisitions.*

Performance Management

• Supervisor: User can evaluate employees to whom they are assigned.

Employee Management

• Supervisor: User can view limited data from employees to whom they are assigned.
• Asset Admin: User can manage company asset list, assign items, and approve assignments.
• Asset Manager: User can assign company assets to employees to whom they are assigned.

PLEASE CAREFULLY CONSIDER THE FOLLOWING:

1. As the AgileHR system may contain sensitive employee and candidate information, you will want to carefully consider and test the roles that are edited or created BEFORE they are assigned to users in the system.
2. Your new roles will be based on existing Employee Roles. These Employee Roles must be assigned to the user BEFORE your custom roles will take effect.
3. The existing Requisition Approver role above has changed slightly. Assigning Requisition Approver will allow requisitions to be routed to that user for approval but will NOT give them rights to request a requisition.  A role must be created with that functionality assigned.

Setup:  Create Custom Roles

To create additional system Roles:

1. Login as an Administrative User.
2. From the Main Menu, click Settings and select the Roles Tab.
3. Select the Create Role
4. Enter the role title in the Name field.
5. Enter a brief description stating the purpose of the role.
6. Click the desired system functionality the role will have when assigned to Users.
7. Click Save Role.

To create a copy of an existing Role:

1. Login as an Administrative User.
2. From the Main Menu, click Settings and select the Roles Tab.
3. To the right of the Role to be duplicated, click the Copy
4. A new Role will appear in the list with the Title of the copied role plus (Copy).
5. Click Save Role.

To delete a Role:

1. Login as an Administrative User.
2. From the Main Menu, click Settings and select the Roles Tab.
3. To the right of the Role to be duplicated, click the Delete THIS WILL REMOVE THE ROLL FROM ANY ASSIGNED EMPLOYEE AND REMOVE THE ROLE FROM YOUR SYSTEM.  THERE IS NO UNDO PROCESS SO PROCEED CAREFULLY.

 

To Edit a Role:

1.  Login as an Administrative User.
2. From the Main Menu, click Settings and select the Roles Tab.
3. Click on the Role to be edited.
4. Make the desired changes to the Name or Description by inserting your cursor and typing.
5. Roles can be edited by checking or unchecking the boxes under the Role Keys area.
6. Click Save Role.

Role Keys:  Create Custom Access by assigning Keys to Roles

Each module has certain functionality assigned to Keys.  This functionality that can be “turned” on or off by assigning the corresponding Keys to either existing or new Roles.  The keys can be used in complex combinations, in effect creating custom Administrators or the can be utilized to allow employees limited access the certain pages or data in the system.

 The Keys available are organized by system Module with the exception of the Employee Detail screen which is consistent throughout the system. 

To Access the Role Keys:

1. Login as an Administrative User.
2. From the Main Menu, click Settings and select the Roles Tab.
3. Select the Role whose Keys you wish to view.
4. Scroll to the Role Key list.
5. To expand the Roles Keys, click the arrow to the left of the module whose Keys you wish to view
   
6.  To assign all Keys in one module or area, click the checkbox to the left of the module or area. This will select all keys.  You may then go into the module or area and unselect specific keys.
7. To unassign Keys, click on the checked checkbox to the left of any Key, area, or Module.
8. Click Save Role.
   

Assigning Custom Roles:  Give employees custom access to the system

1.  Login as an Administrative User.
2. From the Main Menu, click Employees.
3. Select the Employee to whom you’d like to assign a Role.
4. Ensure they have the correct Employee Role assigned.
5. Click the Roles tab.
6. Select the Role to be assigned.
7. Click Save