Introduction

Prior to this product update, the implementation of a standard license model was introduced. Based on this license model, you can purchase three different license types, Employee self service user, Business user, and Full suite user license types, each with different levels of accessibility to the functionalities in Exact Synergy Enterprise. The license types can be assigned to your employees, providing them the necessary rights to perform only functionalities that are relevant to their daily work.

An improvement has been made to allow employees who are assigned the Employee self service user license type to participate in workflow routing based on the role they have. With a particular role, they can access and work on requests that are routed to their workflows. An example is a company who wants all their requests for information (RFI) to be automatically routed to the workflow of any of their Employee self service user employees with the role Process RFI's.

Not only that, they will also be given the flexibility to access the hour entry and reporting services applications. To support the changes, it is now possible to add roles to employees who are assigned the Employee self service user license type, as displayed in the following diagram:

To allow the accessibility to reporting services and hour entry applications, the YA0203 and YA1401 modules have been introduced. These new modules provide two new roles that can be assigned to employees with the Employee self service user license type. These new roles are 60 — Report manager and 71 — Hour entry. However, note that for security purposes, roles that are added to employees with the Employee self service user license type cannot be linked to any function rights. For more information on the roles that can be assigned to employees with the Employee self service user license type, see Roles for Employee Self Service Users.

The latest changes for employees with the Employee self service user license type will not only allow them to perform more activities at their own convenience, but also help to improve the productivity of the company’s workforce and lower the cost of internal support. In short, by having a role-based security to control the access rights of the employees, more functionalities can be offered to them regardless of the license type that the employees belong to.

Menu path

• Go to HRM/Reports/People/People, define the relevant criteria, and then click Show. Next, click the hyperlink under the Name column to view the personal card.
• Go to System/Setup/Security/Roles, and click the hyperlink under the Members column. Then, click New.
• Go to System/Setup/Security/Function rights and click the hyperlink under the Functions column. Next, click the hyperlink under the ID column to select a function rights, click Edit, and then click New to add roles to function rights.

What has been changed

Providing flexibility for Employee self service users to access relevant functionalities

All employees with the Employee self service user license type can now participate in various steps in the process flow of requests. In addition, they can access the reporting services and hour entry applications. To cater for these changes, you can now add roles to employees with the Employee self service user license type. See the following screen for an example:

To allow employees with the Employee self service user license type to participate in workflow routing, define the particular roles for the relevant process flows in the request types that you want to allow them to access, and then ensure that the request types are selected in the Employee self-service portal section of the HRM general settings. For more information, see Creating and Modifying Request Types - Flow Tab and Defining HRM General Settings.

For more information, see Linking a New Member to a Role on how to add a role to an employee or Assigning Role or Deleting Role from Members on how to add a role to multiple employees.

Roles for Employee self service users

For security purposes, you can only add selected roles to employees with the Employee self service user license type. The roles include:

When adding a role to an employee with the Employee self service user license type, a message is displayed when you mouse over the drop down arrow of the Role field to indicate why only certain roles can be added to the employee. See the following screen for an example:

Note: The number of Report manager or Hour entry role that can be added to employees depends on the number of roles purchased for the respective module. For example, if you have purchased two Report manager roles for module YA0203, it is not possible to assign the role to more than two employees with the Employee self service user and/or Business user license types. However, you can assign the role to more than two employees with Full suite user license type.

Linking of roles to function rights

Finally, an additional security checking has been implemented when linking roles to function rights. The roles that do not have function rights linked and are not assigned to any employee with the Employee self service user license type are made available to be linked to the function rights.

For more information on how to link roles to function rights, see Linking Function Rights to Roles.

Related document

• Assigning Role or Deleting Role from Members
• Business Users Able to Participate in Requests and Obtain Overviews of Requests Linked to Customers
• Creating and Modifying Request Types - Flow Tab
• Defining HRM General Settings
• Linking a New Member to a Role
• Linking Function Rights to Roles
• Viewing Personal Cards