Configure Onboarding Security Roles

Configure Onboarding Security Roles

There are four role types that must be configured in the UKG Pro™ solution in order to use the UKG Pro™ Onboarding solution:
Onboarding Owner, Onboarding System Administrator, Onboarding Employee Administrator, and New Hire.

The following table provides an overview of the tasks that each role type is able to perform.

Onboarding System Onboarding Employee

Onboarding Owner New Hire
Administrator Administrator

Configures the Oversees the Manages assigned new Completes new hire
onboarding system and onboarding flow and hires. documentation.
processes. workload while
managing assigned new
hires.

Configure Settings ✔
(New Hire Page, E-
Verify, Documents,
Provisioning,
Notifications, etc.)

Audit Reports ✔

Add and Remove New ✔

Hires

View New Hire Details ✔ ✔

View and Edit New ✔ ✔

Hires Assigned to Me

View All New Hires ✔

(qualifiers applied)

Assign Onboarding ✔
Owner

Launch New Hires ✔ ✔

Edit Profile Information ✔

(Fill out and sign
documents)

Configure Onboarding Owner Role Type

You must configure the Onboarding Owner role in the UKG Pro solution when you add the new role.

To configure the Onboarding Owner role type:

Navigation: Menu > System Configuration > Security > Role Administration

1. From the Role Administration page, select Add to add a new role.

2. From the Add/Change Roles page, enter a Role name and Description. You may use "ONBOWN" and "Onboarding Owner."

3. Be sure to leave the Use This Role in Business Intelligence (Cognos) box blank (not selected).

4. At the Default role drop-down list, select None as the default option.

5. Select Onboarding Owner as the role type.

 6. Select Next.

7. From the Web Access Rights page, expand My Team, then expand Onboarding.

8. At Onboarding Gateway, select the View option.

9. At Process Hires, select the View and Edit options.

10. Select Save.

Configure Onboarding System Administrator Role Type

You must configure the Onboarding System Administrator role in the UKG Pro solution when you add the new role.

To configure the Onboarding System Administrator role type:

Navigation: Menu > System Configuration > Security > Role Administration

1. From the Role Administration page, select Add to add a new role.

2. From the Add/Change Roles page, enter a Role name and Description. You may use "ONBSYSADM" and "Onboarding System
Administrator."

3. Be sure to leave the Use This Role in Business Intelligence (Cognos) box blank (not selected).

4. At the Default Role drop-down list, select None as the default option.

5. Select Onboarding System Administrator as the role type.

6. Select Next.

7. From the Web Access Rights page, expand Employee Admin, then expand Onboarding.

8. At Onboarding Gateway, select the View option.

9. At Process Hires, select the View and Edit options.

 10. Select Save.

Configure Onboarding Employee Administrator Role Type

You must configure the Onboarding Employee Administrator role in the UKG Pro solution when you add the new role.

To configure the Onboarding Employee Administrator role type:

Navigation: Menu > System Configuration > Security > Role Administration

1. From the Role Administration page, select Add to add a new role.

2. From the Add/Change Roles page, enter a Role name and Description. You may use "ONBEEADM" and "Onboarding Employee
Administrator."

3. Be sure to leave the Use This Role in Business Intelligence (Cognos) box blank (not selected).

4. At the Default Role drop-down list, select None as the default option.

5. Select Onboarding Employee Administrator as the role type.

 6. Select Next.

7. From the Web Access Rights page, expand Employee Admin, then expand Onboarding.

8. At Onboarding Gateway, select the View option.

9. At Process Hires, select the View and Edit options.

10. Select Save.

Add Onboarding Web Access Right to Employee Role Type
To add Onboarding web access rights to the Employee role type:

Navigation: Menu > System Configuration > Security > Role Administration

1. From the Role Administration page, select the Employee role type. The Add/Change Role page appears.

2. From the Description/Role Types page, select Next.

3. From the Web Access Rights page, expand Myself.

4. At My Onboarding, select the View option.

5. Select Save.

Assign An Onboarding Role To A User

Once the Onboarding role types are created, assign the role types to the appropriate users.

Navigation: Menu > System Configuration > Security > User Administration

1. From the User Administration page, select the desired employee. The User Summary page appears.

2. From the Menu, under User Security, select User Roles.

3. From the User Roles page, select Add.

4. From the Add/Change User Role page, select the Role from the drop-down list (for example, Onboarding System Administrator).

Note The option to use qualifiers for company, work location, and organization level is available for the Onboarding Employee Administrator role
type. Qualifiers are parameters that can be applied to restrict which new hires a user can view. This means that if qualifiers are applied to the
role with the Employee Administrator role type for a specific user, only new hires that fall under the qualified companies, locations, or
organization levels are visible for that user. Other users can have a role with the Employee Administrator role type associated with no qualifiers,
meaning they see the full list of new hires. When a new hire is explicitly assigned to the employee administrator's name, all qualifiers are
ignored and the new hire is visible.

5. Select the right double arrows to move all the qualifiers from the Available section to the Selected section.

6. Select a qualifier from the Available section, and select the single right arrow to move one selection to the Selected section.

Note Although these qualifiers do not impact who is visible in Onboarding, a best practice is to select qualifiers that are similar to existing roles.

7. Select Save. The User Roles page appears with the updated role.

Important

The role synchronization from the UKG Pro solution to Onboarding may take up to 30 minutes.

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