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BalanceTRAK > System Tools > Profile Management

JUMP TO: User Management

KEY TOPICS:

  • What are Profiles and How are they used?
    • When a New User is Added to the System
    • Options for Access Levels
  • Add a Profile (and set Default)
    • Edit Access Level for a Profile
    • Edit a Profile Name (or Change the Default)
    • Edit the Default Profile Status
    • Delete an Unassigned Profile

Review and Develop 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 activated in your organization's software Implementation. 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 page header by clicking the System Tools icon while working in balanceTRAK, the Profile Management module stores Profiles that manage user access. While a set of Profiles will have been installed during Implementation, the existing Profiles can be edited, and custom Profiles may be created by your organization's balanceTRAK Administrator.

What are Profiles and How are they used?

Profiles control how groups of users, typically by role, have access to balanceTRAK modules, tasks,functions, and data. Accordingly, four 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

When a New User is Added to the System

When a new user is added to the system, a Profile is assigned. (The Administrator may also update the Profile assignment for an existing user.) Therefore, the Administrator should become familiar with the existing Profiles, described in this article, to ensure the proper one is assigned.

Options for Access Levels

Assigned by the above tabs, the four available access levels are:

  • View
  • Add
  • Edit
  • Delete

In addition, on the Profile Information tab, a check box allows the Administrator to make a quick setting for: All Access.

Example: The 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 Stage and updating the Status within that Stage.

A second sub-tab, called Data Archiving, controls access to those functions by Profile. Typically, the Profile correlating to the System or Data Administrator will have permissions to work with Archive Settings, as shown by a checked box next to the tagline: Enable this group of users full access to Data Archiving.

About Data Profiles

Data Profiles determine which data fields the user group can view and/or edit, including an additional set of sub-tabs for:

  • Personal Info — Form fields that contain a Job Seeker’s personal information (e.g., name, address, birth date)
  • Sections — Parts of the Job Seeker’s completed Forms
  • Questions — Particular questions asked and answered by the Job Seeker on Forms
  • Disposition Codes — Codes indicating a Job Seeker's (Applicant) Status
  • Requisition Fields
  • Job Description Fields
  • Forms — Completed applicant Forms, by type (e.g., Self-ID, Background Check)

Tables, containing settings for the above data types, are organized into two columns: The first column displays the data field's Name or Description, while the second column indicates Access Level.

Some Access Level examples for Data Profiles include:

  • No Access
  • Export Only
  • Read-Only
  • Full Access

Example: With regards to Applicant Disposition codes, HR personnel 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 HR.

Add a Function or Data Profile (and set Default)

To add a Profile to the existing libraries of Function Profiles or Data Profiles, choose the [Add] button from the upper 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).

Click [Save], which will add the Profile to the Profile 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 upper drop-down, and click the [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 a Profile for Access Level

Select an existing Profile from the upper drop-down to display the current settings.

Navigate through the line items. Where necessary, click on the Access Level entry, and make a different selection from the provided drop-down. Click Save.

Quick Tip: If the Access Level entry applies to all Functions in the Functional Profile or all data fields in the Data Profile, select Apply to All.

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

  1. Navigate to the Functional Profiles sub-tab under System Tools > Security / Profile Management.

  2. Select "Managers" from the Profile drop-down, located in the upper toolbar.

  3. Scroll down the Functional Profiles list, and locate the line for System, entitled: Modify Email Content. In the far-right column, ensure that Read Only Access is displayed under Access Level.

    OR

    If another entry is displayed, click on the entry, and select 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 “view only” for other APPLICATION answers. This user would:

  1. Navigate to the System Tools > Security / Profile Management > balanceTRAK, and then select the Data Profiles sub-tab.

  2. Select "HR Staff" from the Profile drop-down, located in the upper toolbar.

  3. Click on the Sections tab, and locate the line for References. 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.

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

  5. 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.

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 Profile from the upper drop-down to display it, then select [Delete].