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The Users menu includes several options including creating a user in the system, establishing groups that will be linked into group chains (aka workflows), API Access Tokens for third-party integration and duplicate user/employee relations..
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Users
Role: For users with District Manager or Admin role. NOTE: District Manager role cannot create a user with Admin role.
A "user" is a person that the software is designed for and is using it. ESS users are assigned one or more roles. The roles assigned to the user determines the access that user will have in the ESS system. Please refer to ESS Roles Crosswalk under More Information on Users for the list of available Roles in ESS and their Kiosk counterpart.Role: For users with District Manager or Admin role. NOTE: District Manager role cannot create a user with Admin role. There is no user self registration yet in ESS. (ESS-246)
Create a User
An ESS user account may be created via the User menu or a user may self-register via the login screen by clicking on Register User. The username entered when creating the user account is the username used when logging into Employee Self Service.
From the Users menu, select 'Users'.
Click
Enter/Select desired user information. Field denoted with a . are required fields.
If the user account being created is for an employee of the district, select the employee by clicking on the drop down arrow under ‘Select Employee’ or enter a name to start filtering on an employee. Once selected it will auto-populate full name and email address from the USPS Employee record. (Primary email address from USPS is pulled by default.)
If user is using Active Directory, enter their active directory username in the ‘Username’ field. Also check the ‘External Authentication’ box.
If user is using DUO or miniOrange, check the ‘Two Factor Authentication’ box.
If the user needs to be synced with Absence Management, check the ‘Sync to Absence Management’ box.
Password Expiration date and time is automatically set when the ‘change password’ option is used.
The ‘User’ role will be added by default. If additional roles need to be added to the user, click on the dropdown to select additional role(s). User Roles are defined under ESS/Kiosk Roles Crosswalk under ‘More Information on Users’
Click on
to create the user or 
to cancel out of the window without saving changes.
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view entire user record. 
edit a user record
change a user’s existing password. NOTE: This password option can only be used for local or Two Factor authentication. If you are set up for external authentication, please contact your AD manager. 
deletes a user account. If a user is part of a group/group chain and/or has leave requests entered in the system, their user account cannot be deleted. However, their account may be disabled by unchecking the ‘enabled’ box
User accounts can only be locked via the grid by checkmarking selecting one or more user accounts and clicking . Or when editing a user account, the ‘locked’ field may be checked. The user will not be able to log Locking a user will prevent them from logging into the application. Only a user with Admin or District Manager role can unlock a user’s account.
User accounts can only be unlocked via the grid by checkmarking selecting one or more user accounts and clicking. Or when editing a user account, the ‘unlocked’ field may be checked. Only a user with Admin or District Manager role can unlock a user’s account. Bulk Reset Passwords: Allows mass reset of passwords for selected users. Checkmark specific users or use the top checkbox to select all users based on the filter you entered. A pop-up window appears with a grid listing the selected users and when their passwords are set to expire (if applicable). Click ‘Confirm’ to reset their passwords. The Password Expiration date and time will auto-populate in the User’s account forcing the user to reset their password at the ESS login page (by selecting the ‘Forgot Password’ option).
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Users with the ADMIN role and/or external authenticated users will be excluded from bulk reset password. If selected, a warning message will appear stating ‘Cannot reset local passwords for external or admin users’ and those users will be excluded. |
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The default setting in System>Configuration>Forgot Password Configuration to change a password is 5 minutes. If using Bulk Reset Passwords and you prefer to extend the time, you may increase the ‘minutes until expiration’ setting to give users more time to reset their password. For example, a Bulk Reset Password is performed at 1:00 PM and the district’s ‘forgot password configuration’ is 30 minutes, the user will receive an automated email with a link to reset their password. The user has exactly 30 minutes from when the email was sent to change it to a permanent password. |
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Export Grid Items: Checkmark specific users or use the top checkbox to select all users based on the filter you entered. Click to generate a CSV formatted spreadsheet based on the users you filtered. For more information on updating user information via a spreadsheet, please refer to the System>Mass Load option.
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click
. Fields denoted with a . are required fields.Name: Enter the desired name of the Group and description.
Select And/Or:
AND requires all ApproverGroup Member Types to approve the leave request
OR requires only 1 Approver member to approve the leave request
Select the group members to be included. The list to choose from will include active ESS users as well as two unique users:
Supervisor will automatically include the supervisor listed on the user's USPS Position record.
Manager will automatically include users with Leave Manager role in ESS.
NOTE: When adding a Supervisor or Manager group member to a Group, you must use OR option otherwise, it will attempt to flow to ALL supervisors or managers instead of the one specific to this position.
Once a member is selected, click Add to add the member to the grid. It will display their Username, Name and allow you to select their access to the group.
Approver: member is an approver and will be sent an email notification when the leave request needs approval
Read-only Access: member is not an approver but is allowed to view the leave request.
Read-only Access with Notifications: member is not an approver but will be sent an email notification when a leave request is awaiting approval.
Click on
to create the leave request group or to cancel out of the window without saving changes.
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click
. Fields denoted with a . are required fields.Name: Enter the desired name of the Group and description.
Select And/Or:
AND requires all ApproverGroup Member Types to approve the timesheet
OR requires only 1 Approver member to approve the timesheet
Select the group members to be included. The list to choose from will include active ESS users as well as two unique users:
Supervisor will automatically include the supervisor listed on the user's USPS Position record.
Manager will automatically include users with Leave Manager role in ESS.
NOTE: When adding a Supervisor or Manager group member to a Group, you must use OR option, otherwise, it will attempt to flow to ALL supervisors or managers instead of the one specific to this position.
Once a member is selected, click Add to add the member to the grid. It will display their Username, Name and allow you to select their access to the group.
Approver: member is an approver and will be sent an email notification when the timesheet needs approval
Read-only Access: member is not an approver but is allowed to view the timesheet.
Read-only Access with Notifications: member is not an approver but will be sent an email notification when a timesheet is awaiting approval.
Click on
to create the group or to cancel out of the window without saving changes.
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click
. Fields denoted with a . are required fields.Name: Enter the desired name of the Group Chain and description.
Priority: Must be specified to determine the order of the workflow for each group chain. If two or more groups have the same priority number, it then goes in alphabetical order based on the chain name.
Select and drag Available (Approval) Groups from the left to the right (Selected) groups area.
Once the approval groups are in the proper order, select the
Specific Leave Types you want included in the group chain. If left blank, all leave types will be included:
You have the option of including one or more of the following to be included in the workflow:
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The Groups Chain grid allows the user to filter group chain information by clicking in the filter row in the grid columns and entering in the desired search query. The user may also use We recommend selecting the more button to add or remove columns from the grid.
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click
. Fields denoted with a . are required fields.Name: Enter the desired name of the Group Chain and description.
Priority: Must be specified to determine the order of the workflow for each group chain. If two or more groups have the same priority number, it then goes in alphabetical order based on the chain name.
Select and drag Available (Approval) Groups from the left to the right (Selected) groups area.
Once the approval groups are in the proper order, select the Specific Timesheet Options you want included in the group chain. If left blank, all appointment types will be included:
You have the option of including one or more of the following to be included in the workflow:
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