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BalanceTRAK > System Tools > Profile Management

JUMP TO: User Management

KEY TOPICS:

  • About Function Profiles
  • About Data Profiles
  • Add Function and Data Profiles (and set Defaults)
  • Edit a Function Profile
  • Edit a Data Profile

Review and Develop Profiles to Manage User Groups

The balanceTRAK tab under System Tools > Security/ Profile Management houses existing Profiles, which control how groups of users, typically by role, have access to balanceTRAK functions and data. Accordingly, two sub-tabs are accessible for: Function Profiles and Data Profiles, as described below.

Existing Profiles can be edited or custom Profiles may be created by users with Administrative-level permissions. Once Profiles are saved, they can be assigned to users (as described under User Management, linked above).

About Function Profiles

Function Profiles control the level of access to balanceTRAK tasks (by module) for each group of users. Under the Function Profiles tab, a list of Program Modules, Functions, and Access Levels displays.

Here are the typical balanceTRAK Access Levels:

  • Full Access
  • Read-Only
  • No Access

About Data Profiles

Data Profiles determine which data fields the user group can view and/or edit, including:
  • 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.
  • Disp(osition) Codes — Codes indicating a Job Seeker's status

Some examples of Data Profiles are:

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

Add Function and Data Profiles (and set Defaults)

To add a Profile to the existing libraries of Function Profiles or Data Profiles, choose the [Add] button from the upper toolbar. Using the Edit Profile menu, provide a name, select a Default Access Level.

Check off whether it will be the Default Profile (when a new user is added to balanceTRAK). Click [Save].

Select an existing Profile from the upper drop-down. A check mark will indicate whether the Profile is a: Default Profile (or you may select to make one Profile the default). To edit an existing Function Profile, click the adjacent [Edit] button, and select a new Access Level for one or more functions.

Example: 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 balanceTRAK 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 just under the tab header.

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.

Note: Custom Profile groups appearing in the drop-down are determined by your organization's balanceTRAK Administrator.

Edit a Data Profile

To edit an existing Profile, select it from the upper drop-down, and click [Edit]. Choose an Access Level:

Example: 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 > Data Profiles tab.

2. Select "HR Staff" from the Profile drop-down, located just under the tab header.

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.

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.

Note: Custom Profile groups appearing in the drop-down are determined by your organization’s balanceTRAK Administrator.