BalanceTRAK > System Tools > Profile Management

JUMP TO: User Management

KEY TOPICS:

• What are Profiles and How are they used?
• — Applied when New User is added toAbout the SystemProfile Management Layout
• Options for Access Levels
• How to View Profile Settings
• AddDefine a NewCustom Profile (and set Default)
• Edit Access Level for a Profile
• Edit a Profile Name (or Change the Default)
• TurnEdit onthe All Access for aDefault Profile
• Copy a ProfileStatus
• Delete an Unassigned Profile

Sample Profiles

---

ReviewManage andSoftware DevelopPermissions through Profiles to Manage User Roles

Note: The functions described in this article are for users with Administrative-level permissions; these functions may not display or be activatededitable in your organization's software Implementation.environment. If you have questions regarding the functions available to you, please contact your system Administrator or Berkshire’s Product Support, as appropriate for your role and organization.

Accessed from the software header by clicking theThe System Tools icon while working in balanceTRAK, the Profile Management module storesserves Profilesas thatthe managesystem's securerepository for software Profiles, which detail all of the possible roles users may have in BALANCEbTRAK. Profile options available in this module provide an Administrator granular control over understanding and granting user access.permissions. While a set ofthe Profiles will have been installed during Implementation,Implementation are typically sufficient, the definitions for existing Profiles can be edited, and custom Profiles may be created by your organization's balanceTRAK Administrator.created.

On entryNavigate to the Profile Management, module by:

1. Clicking the System currentTools list of Profiles will be displayedicon in the left-handpage columnheader. When one these entries is highlighted,
2. From the drop-down menu, selecting the Security / Profile detailManagement link.

The bTRAK tab will display toin the balanceWORKS right of the> Profile list. Management environment.

What are Profiles and How are they used?

Profiles in balanceTRAK control how groups of users, typically by role, have access to software balanceTRAKfunctions modules,and data, and functions. Accordingly, task areas, aligned with the software's capabilities, are accessible by tab, as described below:

• Profile Information (Stores the Profile Name)
• Job Seeker
• Requisition
• Administration

Example: Based on thea howspectrum HRfrom staffno members interact with Hiring Managersaccess to track applicants, thefull permissions to advanceenter Joba Seekers by Stage —function and removeview, them from consideration through Disposition — could be configured differently. The HR Manager could be given permission to view Job Seekers only after they have undergone HR review; then the Hiring Manager could be allowed to update Disposition, as needed. Meanwhile, the HR Manager could be given permission to seeedit, and editdelete all Job Seeker Stages and Disposition Codes.

data.

—A Applieddefault Profile is assigned to every new user when a New User is added to the System

When a new user is added to the system, typically indicating the user has no access. At that time or at a Profilelater isdate, assigned. (Thethe Administrator may also updatechange the Profileinitial assignment forto anone existingthat user.)reflects how the user will interact with balanceTRAK. Therefore, the Administrator should become familiar with the existing Profiles,Profiles describedin the system, along with information contained in this article, to ensure the proper one is assigned.article.

Options for Access Levels

Assigned by

About the aboveProfile tabs,Management the four available access levels cover the following permissions: Layout

• View
• Add
• Edit
• Delete

Not all access levels will apply to the particular permission.

Quick Tip:Example: AccessThe permissions to advance Job Seekers' Applicant Stage and Applicant Status can be applied independently. The HR Manager could be given permission to update either an Applicant Stage or Status. Meanwhile, HR Personnel could be restricted to viewing the ProfileStage Informationand tabupdating tothe TurnStatus onwithin Allthat AccessStage. for a Profile, as described below.

HowData Archiving, controls access to Viewthose functions by Profile. Typically, the Profile correlating to the System or Data Administrator will have permissions to work with Archive Settings

When, as shown by a Profilechecked detailbox isnext displayed, the resulting table organizes line items largely by task areas as they are defined in each balanceTRAK module (e.g., Approval Process, Forms, Job Seeker Activity), alongside some additional permissions (e.g., Job Seeker > Search). Belowto the tab-relatedtagline: Enable permissions,this a second table outlines a seriesgroup of module-relatedusers Functions.full An easy-to-read check box layout will indicate the existing settings, and allow an Administratoraccess to changeData these settings. Archiving.

In areas where detailed permissions extend beyond the viewable area, an [Expand] caret will identify that additional information is available. Expand the menu to show even more precise permissions.

Example: AsWith an illustration of granularity, accessregards to JobApplicant SeekerDisposition Formscodes, isHR controlledpersonnel could be given Full Access to apply and edit all codes. In contrast, the Hiring Manager could be restricted to applying/editing codes related to the Interview, while being permitted to read codes applied by the following parameters:

Job Seeker detail > Forms tab

Form by type (e.g., PRESCREENER, SELF-IDENTIFICATION)

Form Sections (e.g., Personal Information) — Note: Applies across all Forms

HR.

AddDefine a NewCustom Profile (and set Default)

To includeadd a new Profile into the existing library, choose the [Add New][Add] icon,button located abovefrom the Profileupper list.toolbar. On the Edit Profile menu, provide a name, and select a Default Access Level. Then, check off whether it will be the Default Profile (when a new user is added to balanceTRAK).balanceTRAK).

Click [Save], which will add the Profile to the Profile list.drop-down.

Note: Only one Profile can be the Default Profile.

Edit a Profile Name (or change the Default)

To edit an existing Profile, select it from the Profileupper list. From the Profile detail > Profile Information tab,drop-down, and place your cursor in the Profile Name field, and updated the entry. Clickclick the [Save][Edit] button. Update the Name entry.

To make the selected Profile the default when a new user is added, check the box for: Default Profile. The upper toolbar will also indicate the Default Profile by displaying a check mark.

Edit aan Existing Profile for Access Level

Select an existing Profile from the listupper drop-down to display the tabcurrent headersettings.

Navigate access to permission areas. Locatethrough the appropriateline tab,items. Where necessary, click on it,the Access Level entry, and make one or morea different selections,selection usingfrom the provided checkdrop-down. boxes.Click Expand settings menus, as needed.Save.

Quick Tip: For menus with expanded settings, clickIf the top-lineAccess checkLevel boxentry applies to all Profiles, select allApply ofto theAll. more precise settings associated with the general setting. If desired, deselect particular secondary settings for even more precise control.

When

Delete an Unassigned Profile

Profiles that are assigned to a balanceTRAK user cannot be deleted. However, a Profile that is not assigned to any user may be deleted. Select the permissionProfile settingsfrom arethe complete,upper returndrop-down to thedisplay Profileit, Information tab, andthen select the [Save][Delete] button.

---

.

Sample Profiles

NEED NEW EXAMPLES

Example A: The Human Resources Administratorcoordinator wants to ensure that "Hiring Managers""Managers" (a Profile in the company's Implementation) send only authorized emails to Job Seekers. To restrict "Hiring Managers""Managers" from customizing email templates:templates, this user would:

1. Navigate to the Functional Profiles sub-tab under System Tools > Security / Profile Management > Profile list > Hiring Managers (Profile) detail. .
2. Within theSelect detail, choose Administration"Managers" from the Profile drop-down, located in the tabupper header. toolbar.

3. Scroll down the displayedFunctional permissions,Profiles list, and locate the line for:for System, entitled: Modify Email Templates.
4. ReviewContent. In the checkfar-right boxes tocolumn, ensure thethat onlyRead boxOnly withAccess ais checkdisplayed is: View.
under Access Level.

5. OR

   If changesanother areentry made,is returndisplayed, toclick on the Profile Information tab,entry, and [Saveselect Profile].Read Only Access from the drop-down.

Example B: The Human Resources manager wants to provide permission for "HR Staff" to update a Job Seeker’s APPLICATION entries for References, but limit HR Staff to “read“view only” for other APPLICATION answers. This user would:

1. Navigate to the System Tools > Security / Profile Management > ProfilebalanceTRAK, listand >then HR Staff (Profile) detail.
2. Navigate toselect the JobData SeekerProfiles tab.sub-tab.
3. Under Forms,Select make"HR sureStaff" from the top-lineProfile boxdrop-down, islocated checked for: Edit. Expandin the menu,upper andtoolbar. proceed to checking the same box for the Application: Edit. Minimize the menu.
4. Scroll downClick toon the Sections line,tab, and expandlocate the menuline to show:for References.
5. In the far-right column, ensure that Full Access is displayed under Access Level.

OR

If another entry is displayed, Click on the entry, and select Full Access from the drop-down.

For all other Sections, ensure the Access Level entries display as Read-Only Access, or edit the entries accordingly.

The HR Staff user will have access to [Edit] or [Remove] a Job Seeker’s References, but those buttons in other Sections will be disabled.

---

Turn on All Access for a Profile

From the Profile detail > Profile Information tab, the Administrator with appropriate permissions can quickly turn on (or turn off): All Access.

Copy a Profile

First, select an entry from the Profile list. In the secondary header above the list, choose the Copy icon.

The duplicate will be placed at the top of the Profile list and identified as a Copy. Because the Copy may be edited, a duplicate Profile may serve as a starting point for developing a similar Profile.

Delete an Unassigned Profile

Select a Profile from the Profile list to open the Profile's detail record. Next, view the Profile Information tab. Select the [Delete Profile] button. Hold the mouse down on the button to confirm, and continue pressing your mouse until the button's red bar indicates the action is complete.

For Profiles assigned to a balanceTRAK user, this button will be grayed out.