BalanceTRAK > System Tools > Profile Management

JUMP TO: User Management

KEY TOPICS:

• Add Function and Data profiles (and set Defaults)
• Manage Function Profiles
• Manage Data Profiles

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

• Full Access
• Read-Only
• No 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 usercoordinator wants to ensure that Managers"Managers" (a Profile in the company's Implementation) send standard,only authorized emails to Job Seekers. To restrict Managers"Managers" from customizing balanceTRAK email templatestemplates, storedthis inuser balanceTRAK: 1.Navigatewould:

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

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

OR

b.IfIf another entry is displayed, click on the entry,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. 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 •Sections—Parts— Parts of the Job Seeker’s completed forms.
• Questions •Questions—Particular— Particular questions asked and answered by the Job Seeker on forms.
• Disp(osition) •Disp(osition)Codes Codes—Codes— Codes indicating a Job Seeker's status

Some examples of Data Profiles are:

• No •NoAccess
• Export Only
• Read-Only
• Full 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"HR StaffStaff" to update a Job Seeker’s data entries for References, but limit HR Staff to “view only” in other APPLICATION Sections. 1.Navigate This user would: 1. Navigate to the System Tools > Security / Profile Management > Data Profiles tab. 2.Select2. Select HR Staff from the Profile drop-down, located just under the tab header. 3.Click3. Click on the Sections tab, and locate the line for References. a.InIn the far-right column, ensure that Full Access is displayed under Access Level.

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