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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 to the System
    • Options for Access Levels
    • How to View Profile Settings
  • Add a New Profile (and set Default)
    • Edit Access Level for a Profile
    • Edit a Profile Name (or Change the Default)
  • Turn on All Access for a Profile
  • Copy a Profile
  • 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 secure 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.

On entry to Profile Management, the current list of Profiles will be displayed in the left-hand column. When one these entries is highlighted, the Profile detail will display to the right of the Profile list.

What are Profiles and How are they used?

Profiles control how groups of users, typically by role, have access to balanceTRAK modules, 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 the how HR staff members interact with Hiring Managers to track applicants, the permissions to advance Job Seekers by Stage — and remove 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 see and edit all Job Seeker Stages and Disposition Codes.

— Applied 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 cover the following permissions:

  • View
  • Add
  • Edit
  • Delete

Not all access levels will apply to the particular permission.

Quick Tip: Access the Profile Information tab to Turn on All Access for a Profile, as described below.

How to View Profile Settings

When a Profile detail is 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). Below the tab-related permissions, a second table outlines a series of module-related Functions. An easy-to-read check box layout will indicate the existing settings, and allow an Administrator to change these settings.

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: As an illustration of granularity, access to Job Seeker Forms is controlled 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

Add a New Profile (and set Default)

To include a new Profile in the existing library, choose the [Add New] icon, located above the Profile list. 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 list.

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 Profile list. From the Profile detail > Profile Information tab, and place your cursor in the Profile Name field, and updated the entry. Click the [Save] button.

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 list to display the tab header access to permission areas. Locate the appropriate tab, click on it, and make one or more different selections, using the provided check boxes. Expand settings menus, as needed.

Quick Tip: For menus with expanded settings, click the top-line check box to select all of the more precise settings associated with the general setting. If desired, deselect particular secondary settings for even more precise control.

When the permission settings are complete, return to the Profile Information tab, and select the [Save] button.

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

  1. Navigate to Profile Management > Profile list > Hiring Managers (Profile) detail.
  2. Within the detail, choose Administration from the tab header.
  3. Scroll down the displayed permissions, and locate the line for: Email Templates.
  4. Review the check boxes to ensure that the only box with a check is: View.
  5. If changes are made, return to the Profile Information and [Save Profile].

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.

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.