BalanceTRAK > System Tools > Profile Management

Profile Management

Under System Tools > Security > Profile Management, you can edit existing profiles or create new profiles.

Add Function and Data Profiles (and set Defaults)

If you have adequate permissions, a profile may be added to the list of Function Profiles or Data Profiles by clicking the [Add] button at the top of the page. Using the Edit Profile menu, provide a name, select a Default Access Level, and check off whether it is the Default Profile. Click [Save].

Manage Function Profiles

Function Profiles control the level of access to balanceTRAK functions (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

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.

Once established, these profiles can be assigned to users through the User Management screen (as described above).

Example: The Human Resources user wants to ensure that Managers send standard, authorized emails to Job Seekers. To restrict Managers from customizing email templates stored in balanceTRAK: 1.Navigate to the System Tools>Security/Profile Management > Functional Profiles tab. 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. a.In the far-right column, ensure that Read Only Access is displayed under Access Level.

OR

b.If another entry is displayed, click on the entry, and select Read Only Access from the drop-down.

Custom Profile groups appearing in the drop-down are determined by your organization's balanceTRAK administrator. Manage Data Profiles Data Profiles determine which data fields the user 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

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

Once established, these profiles can then be assigned to individual users through the User Management screen (as described above). A Data Profile can be assigned as the default by clicking the check box for: Default Profile.

Example: The Human Resources manager wants to provide permission for HR Staff to update a Job Seeker’s data entries for References, but limit HR Staff to “view only” in other APPLICATION Sections. 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. a.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.

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

4.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.

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

Related Help:

You may find following related sections helpful – •Client Settings