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Home > Guides > Administrator Guide > Security > Users

Users

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Page Location: Admin > Security > Users

Allows an Admin the ability to create new Users or modify existing Users in Cyber Recruiter. Users are linked to specific security Groups, which should be created first.

To add Users click Add new record and to delete a User click the X at the end of the User's line in the User Security List. (NOTE: if a User is deleted, the User’s history will be saved in the background of the database but will NOT be visible to Users in Cyber Recruiter. We recommend inactivating Users as opposed to deleting the record.) The Copy link  allows an Admin to copy a given User’s permissions, creating a new User with similar permissions.

The checkbox at the top of the page "Show active users only" will only display those Users who are active in the system when checked. Users who have the Account Disabled checkbox selected on the General Tab of User Security will not show up in the list, unless this box is unchecked.

Use the Find textbox to quickly locate an established User listed here. Text searches are based on matching either the User Name or User ID based on what is entered in the textbox. This search does full or partial searching and if multiple User Names or IDs are found, a list will appear from which the correct record can be selected.

User Security is defined on five tabs: General, Available Reqs, Available Applicants, Available Notes and Custom Links.

General Tab

On the General Tab of User security basic information is established about the User including the role(s) the user will play in the system.

 Field      Purpose
User ID  This field contains the actual Cyber Recruiter login ID for the User. Each User ID must be unique and if Single Sign On is enabled the User ID must match the User's Network ID. If the ID needs to be changed, click on the User ID field name, which is a hyperlink, and make the necessary changes. When adding a new user the User ID hyperlink may be used to look up a user ID in the LDAP.

User ID's may contain letters, numbers, periods (.), dashes (-), backslashes (\), underscores (_), and the @ symbol.
User ID's may NOT contain spaces.

User View:  The User must enter this ID to sign into Cyber Recruiter (unless Single Sign-On is enabled.) The User ID will also be recorded throughout Cyber Recruiter to track actions the User has taken within the system.
 User Name This field identifies the User’s full name and populates various User dropdown lists in the Cyber Recruiter system. The company needs to decide how the naming convention should display (First Name and Last Name; Last Name, First Name; etc…) because the way it is entered here is the way it will be displayed.
User View: The User name defaults in many places throughout Cyber Recruiter: Welcome Banner; Recruiter/Hiring Manager fields; Routings/Invites/Offer Approvals/Requisition Approvals; Correspondence Emails/Letters
 Initials     This field contains the User’s initials. This field can be used as a variable in the requisition coding scheme through Admin > Page Builder > Create Req Form > Requisition Code Tab .
User View: This is only seen when initials are used as a variable in the requisition coding scheme.
 Email         This field holds the User’s Email address. This field is mandatory in order for Cyber Recruiter to
send out automatically generated emails for each User.
User View: The user sees his/her email as it is made available through the use of merge fields in emails.
Applicant View: Applicants will see this email address on correspondence initiated by the User.
 Security Group     This drop-down list contains all the available Security Groups as set up in Admin > Security > Groups. This field assigns the User to a particular Group. Thus field is necessary for Users to log into Cyber Recruiter.

NOTE: if a Security Group is deleted and/or not assigned to the User, the User will not be able to log into Cyber Recruiter.

User View: This field is not displayed to the user at any time other than in this security setting.
GUID This field is activated in System Setup. If this field is being used, enter the unique ID of this user from the system originating the login.  This feature is designed to be used in conjugation with SageHRMS (at this point) to allow a user to log into Cyber Recruiter directly from the SageHRMS user portal (not ESS).
 
URL Logic: http://CyberRecruiterURL/default.aspx?suid=GUIDValue
   
 Recruiter? NOTE:  This field name could be different based on the field name defined in the Miscellaneous page of the Requisition under the Page Builder section. If the name changed using the caption field on this page then it will appear with the same caption name (instead of Recruiter) on the user security page.

This Yes/No radio button determines whether User is a ‘Recruiter’ in Cyber Recruiter. Yes, displays the User’s name in any Recruiter drop-down list. Additional options for Recruiters:
- Admin > Codes > Applicant Status – Recruiters can select all Statuses as set up here for Recruiters 
- Admin > Page Builder > Applicant > Inbox – Recruiters see the Inbox as set up for Recruiters
- Any option that indicates ‘Recruiters’ in Admin will pull Users with this setting.
If a user is set up as a Recruiter and a Hiring Manager, the Recruiter setting will always trump the Hiring Manager setting.
User View: This field determines what Statuses a user sees, the type of Inbox setup presented, and options that
are turned on for ‘Recruiters’ such as the Open Activities link off the Home Page.
Supervisor? NOTE: This field name could be different based on the field name defined in the Miscellaneous page of the Requisition under the Page Builder section. If the name changed using the caption field on this page then it will appear with the same caption name (instead of Supervisor) on the user security page.

This Yes/No radio button determines whether a User is a ‘Supervisor’ in Cyber Recruiter. Yes, displays the User’s name in any Hiring Manager drop-down list. Additional options for Supervisor:
- Admin > Codes > Applicant Status – Hiring Managers can see all Statuses as set up here for Supervisors
- Admin > Page Builder > Applicant > Inbox – Hiring Managers can see the Inbox as set up for Supervisors 
- Any option that indicates ‘Supervisor’ in Admin will pull Users with this setting.
User View: This field determines what Statuses a user sees, the type of Inbox setup presented, and options that
are turned on for 'Supervisors' such as the Open Activities link off the Home Page.
 Evaluator? This Yes/No radio button determines whether User is an ‘Evaluator’ in Cyber Recruiter. Yes, allows these users to see/use any Admin > Codes > Applicant Statuses that are set up for Evaluator use.  Typically this is only used for a User that will be evaluating applicants in a limited role. 
User View:  This field determines what statuses a user sees.
 Can see other  
 inboxes?    
This Yes/No radio button determines whether Users can see other Users’ Inboxes when logged in to Cyber Recruiter. Selecting Yes, allows Users to see other User’s Inbox. Click on the "Can see other inbox?" field name, which is a 
hyperlink to restrict each User to see only certain Inboxes.

NOTE: If the Administrator does not click on the hyperlink, then the User by default will be able to see all Inboxes.  To select only certain users, click the hyperlink for the caption and on the page which appears, hold down the ctrl key and click the names of the users for whom this person should be able to see the inboxes. 

User View: If the User can see other Users’ Inboxes then when the User is in his > her Inbox, a drop-down list in the left-hand corner appears to change the view.  The view seen is a READ-ONLY view; the user will be able to review information but will not be able to perform Inbox functions that are part of his/her standard view (emailing, routing, removing, etc.). 
 Can perform admin
 functions?
This Yes/No radio button determines whether the entire Admin menu will display in the User’s Main Menu Bar at the top of each page. Selecting No hides the menu completely.

NOTE: Sections in Cyber Recruiter that indicate needing Administrator privileges means having access to Admin.

User View: If the User has access to Admin they will see it from the Main Menu Bar.
 Password This field contains the password used by this User ID to log in to Cyber Recruiter. A blank password is not permitted. However, the password will appear blank in this screen to anyone opening the User record after the User ID has been created. Passwords can contain any combination of characters and are not case sensitive. If any password rules are set in Admin > Security > Password Rules - when the User changes the password, the Password Rules will govern the change. 
User View: Each user will be prompted to sign in with a User ID and password (unless Single Sign-on is enabled,) but the password will never be visible to any user.
 Confirm  Password  The user will be prompted to reenter the password to ensure consistency.
   
 User must change
 password at next
 login
This checkbox indicates that the User must change his/her password the next time the User logs into Cyber Recruiter. If any password rules are set in Admin > Security > Password Rules - When the User changes the password, the Password Rules will go into effect.
User View: When this field is selected and the User is prompted to enter a new password when logging into Cyber Recruiter the first time.
 Account disabled This checkbox disables User accounts in Cyber Recruiter. It will move the User’s name in the following locations in the system to the inactive list. 
- Create Req process - Manager/Recruiter AND Approval Screen
- Inbox drop-down list
- Route To / Interview For
- Send Note To
- Add To Do For
- Offer Approver
User View: This field is not displayed to the User. 

Available Reqs

Field Purpose
User can see ALL Requisitions This Radio button allows Users to see all requisitions in Cyber Recruiter. If chosen, all other items on this page will be unavailable for use.
User View: Sees all requisitions in the System
User can only see requisitions that meet AT LEAST ONE of the following criteria This Radio button restricts Users to only see requisitions based on a role they might play in the recruiting process (checkboxes) and/or the organizational levels listed below.

NOTE: if this option is selected the checkboxes and/or organizational levels need to be selected or advanced criteria entered or the User will not be able to see any requisitions. ** Please see below to expand security based on combining these checkboxes, organizational levels and/or advanced criteria.

User View: Based on the criteria set, the user sees available requisitions
Checkboxes These "role based" checkbox settings may be used individually or in combination to restrict user access based on the roles (Recruiter, Approver, Supervisor/Hiring Manager, or Creator) they play relative to requisitions. They may also be used in combination with Organizational levels to expand user access (see more below.) Click in each checkbox to select the appropriate role(s).
User View: Based on the criteria set the user sees available requisitions
Organizational Levels The dropdown list(s) in this area may be used to restrict user access to requisitions based on the organizational levels that were defined in Admin > System Setup > Org Levels and the organizational codes that were defined in Admin > Codes > Organizations. When used in combination with the "roles" checkboxes they expand the user's access to requisitions. Select appropriate choices by highlighting the code in the list(s). To select more than one item from a list, hold down the Control key (CTRL) on your keyboard during selection.
User View: Based on the criteria set the user sees available requisitions
 Advanced Criteria This box may be used to enter a statement to limit or expand user access to requisitions based on the criteria entered. A common use for this section is to expand user access to include requisition templates, which otherwise may not be available due to other restrictions as set above. That criteria statement is: requisition.status='TEMPLATE'.   (Use single quotes only around the word TEMPLATE) NOTE: Because entering statements in this area may lead to unintended results, we recommend contacting Visibility Software Technical Support   or your implementation professional before entering criteria statements other than the example given here.
User View
: Based on the criteria set the user sees available requisitions

**If the User can ONLY see requisitions that meet AT LEAST ONE of the following criteria is selected, use either the checkboxes OR organizational levels or Advanced Criteria to restrict access. Use a combination of these sections to expand access.

Example 1:
Hiring Manager should see requisitions only for which he/she is the “Supervisor” or the “Approver” of the requisition. Use the checkboxes only and check the option for "Supervisor" and "Approver".  This will allow any requisition to be viewed where the user's name is listed as the "Supervisor" or he/she is listed in the approval chain.   

Example 2:
Hiring Manager should see requisitions only for positions in the Atlanta office, regardless of the role he/she plays in the requisiton. The Atlanta office is listed in Locations - one of the organizational levels.  Use the organizational level and highlight the Atlanta office option in the list of locations

NOTE: highlighting items in additional organizational levels will expand (not limit) the access. So, DO NOT highlight a department (Accounting for example) in addition to the location (Atlanta in the example above) if the user should ONLY see accounting requisitions in the Atlanta office.  Instead of using the two items to make the security more restrictive, this will actually EXPAND the access and the user will be able to see all requisitions in the Atlanta office (regardless of department) AND all Accounting department requisitions (regardless of location.)  If items need to be combined, use an advanced criteria to limit the access. 

Example 3:
Hiring Manager should see requisitions where he/she is the “Supervisor" and all requisitions in a given Location. Use a combination of checkboxes and organizational levels to expand access. Security based on both will allow this User to see all requisitions where the User is the “Supervisor” regardless of organizational level and all requisitions for the Location regardless of role.

Example 4:
Hiring Manager should see only requisitions for which he/she is the “Supervisor” of the requisition, but needs to be able to use any requisition templates to start the requisitions. Use the checkboxes and the Advanced Criteria of requisiton.status ='TEMPLATE' to expand access to the templates.

Available Applicants

Field Purpose
User can see ALL Applicants This Radio button allows Users to see all applicants in Cyber Recruiter. If chosen, all other items on this page will be unavailable for use.
User View: This user may see any/all applicants in the System
User can ONLY see applicants based on the criteria below This Radio button restricts Users to only see applicants based on interaction they might have with the applicant in the recruiting process (checkboxes) and/or the advanced criteria entered below.

NOTE: if this option is selected the checkboxes and/or advanced need to be selected or the User will not be able to see any applicants.
 
User View: Based on the criteria set the user sees available applicants in the System
Checkboxes These "interaction based" checkbox settings may be used individually or in combination to restrict user access based on the interaction the user may have with applicants during the recruiting process.

Attached to Reqs to which they have access - The system will verify access for the requisition first and then give access to the applicants if the applicant is connected to a requisition which the user can see.

Routings - The user must be listed as a recipient of a routing for the applicant or the applicant will not be available. 

Interviews - The user must be listed as an interviewer for the applicant or the applicant will not be available.

Offer Approvals - The user must be listed as an approver for an offer for the applicant or the applicant will not be available. 

They may also be used in combination with Advanced Criteria to expand user access (see more below.) Click in each checkbox to select the appropriate interaction(s).

User View: Based on the criteria set the user sees available applicants in the System
Advanced Criteria This box may be used to enter a statement to limit or expand user access to applicants based on the criteria entered. NOTE: Because entering statements in this area may lead to unintended results, we recommend contacting Visibility Software Technical Support  or your implementation professional before entering criteria statements other than this example given here.
User View: Based on the criteria set the user sees available applicants in the System on the Home Page, Inbox, Find/Search Applicants, Reports etc…

Example 1: 
Recruiters do the first round in the evaluation process and then route the qualified applicants over to the Hiring Managers.  Even though the Managers can see all of their requisitions, they CANNOT see the applicants until the Recruiter officially sends them the information.  From that point forward, they can see and interact with the applicants. 
Setup:  Leave the first option unchecked, check the 'Routing' option and, if desired, check 'Interviews' and 'Offer Approvals'.

Example 2:
A sub-set of users are set up in the system to participate in the interview process.  The users need to be able to access the applicant's information in order to fill out the evaluation form and, if needed, to review the application information. 
Setup: Leave the first two options unchecked, check the 'Interviews' option and, if applicable, check the 'Offer Approvals.'

Example 3:
Users in the system play many roles through-out the recruiting process and it isn't always consistent job to job.  Sometimes the user may be an interviewer and other times he/she may be on the approval chain for the offer and still other times the user may be the Hiring Manager.  But, the user should always see the people for which he/she is responsible (whatever his/her role.)
Setup:  Check all four options. This will prevent the users from seeing ALL applicants and just allow the user to see the applicants with which he/she needs to interact in any given scenario.

Available Notes/Attachments

Field Purpose
Applicant Notes

This selection box displays all available Applicant Note Types and can be used to restrict the notes about applicants to which the User has access. If no items are highlighted, the user will have full access to all note types - if his/her Group Security  allows access to notes at all. To restrict Note Types and notes associated to those Note Types, highlight only the ones Users should see (Note: Hold down the CRTL button to select more than one).

 

User View: Based on the criteria set (all/blank or highlighted items in the list) the user sees available applicant notes in the System in the Applicant File > Notes Page.

Requisition Notes

This selection box displays all available Requisition Note Types  and can be used to restrict the notes about  requisitions to which the User has access. If no items are highlighted, the user will have full access to all note types - if his/her Group Security allows access to Req Notes at all. To restrict Note Types and notes associated to those Note Types, highlight only the ones Users should see (Note: Hold down the CRTL button to select more than one).

 

User View: Based on the criteria set (all/blank or highlighted items in the list) the user sees available requisition notes in the System in the Requisition File > Notes Page

Workflow Notes

This selection box may be used individually or in combination to provide the user consolidated access to the following types of Applicant notes: Offer, Routing and Invite again depending on restrictions that may be set in the user's Group Security. Typically these should be turned on for the Recruiters in the system; they might not be as necessary for Hiring Managers.

Offer Notes: When this option is highlighted, a checkbox becomes available to the user on the Applicant File > Notes Page to display all notes created during the offer approval process (Applicant File > Activity Page > Offers Tab.)

 

Interview Notes: When this option is highlighted a checkbox becomes available to the user on the Applicant File > Notes Page to display all notes created during the applicant interview invitation process (Applicant File > Activity Page > Interviews Tab.)

 

Routing Notes: When this option is highlighted a checkbox becomes available to the user on the Applicant File > Notes Page to display all notes created during the applicant routing process (Applicant File > Activity Page > Routing Tab.)

Applicant Attachments This selection box displays all available Applicant Attachment Types and can be used to restrict the notes about applicants to which the User has access. If no items are highlighted, the user will have full access to all attachment types - if his/her Group Security allows access to attachments at all. To restrict Attachment Types and documents associated to those Types, highlight only the ones Users should see (Note: Hold down the CRTL button to select more than one).

User View: Based on the criteria set (all/blank or highlighted items in the list) the user sees available applicant attachments in the System in the Applicant File > Attachments Page.
Requisition Attachments This selection box displays all available Requisition Attachment Types and can be used to restrict the notes about applicants to which the User has access. If no items are highlighted, the user will have full access to all attachment types - if his/her Group Security allows access to attachments at all. To restrict Attachment Types and documents associated to those Types, highlight only the ones Users should see (Note: Hold down the CRTL button to select more than one).

User View: Based on the criteria set (all/blank or highlighted items in the list) the user sees available applicant attachments in the System in the Requisition File > Attachments Page.

Custom Links

The Custom Links tab makes custom links available to Users. Highlight the custom link(s) that should be accessible for each User. Any custom link not highlighted will be hidden. Custom Links will default here if they are entered in Admin > Links > Custom Links . User access may also be granted from within the custom link when it is created.

User View:  The User will see all Custom Links as highlighted here.  Given that the links may be assigned to different menus or areas in Cyber Recruiter, exactly where they will be displayed will vary.

Exchange 

This tab is only seen if an Exchange Server (or Office 365) is entered on the Admin > System Setup page.  This feature allows users who will be scheduling interviews to validate calendar information stored in Exchange.

To use this feature, enter in the Exchange User ID (email address) and the Exchange Password for the account to which this user is connected.  This information is used to validate Cyber Recruiter and allow Cyber Recruiter to log into Exchange to access the calendar information.  Once this information is entered, this specific user will be able to check availability on the interview page .

See also