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BalanceTRAK > System Tools > Profile Management

JUMP TO: User Management

KEY TOPICS:

  • About Function Profiles
  • About Data Profiles
  • Add a Function or Data 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 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. The typical balanceTRAK Access Levels for Functional Profiles are:

  • Full Access
  • Read-Only
  • No Access

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 status
  • Requisition Fields
  • Job Description Fields

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

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 review a table, comprised of its settings. Where necessary, select a new Access Level for a function or data type by clicking on the Access Level entry.

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

    2. 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.

    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 > balanceTRAK, and then select the Data Profiles sub-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.

    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].