Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Table of Contents
minLevel1
maxLevel6
include
outlinefalse
indent
styledefault
exclude
typelist
class
printablefalse

...

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.

  1. From the Users menu, select 'Users'.

  2. Click

    1. Enter/Select desired user information. Field denoted with a . are required fields.

      1. 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.)

      2. If user is using Active Directory, enter their active directory username in the ‘Username’ field. Also check the ‘External Authentication’ box.

      3. If user is using DUO or miniOrange, check the ‘Two Factor Authentication’ box.

      4. If the user needs to be synced with Absence Management, check the ‘Sync to Absence Management’ box.

      5. Password Expiration date and time is automatically set when the ‘change password’ option is used.

      6. 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’

  3. Click on to create the user or image-20240307-193245.png to cancel out of the window without saving changes.

...

  • image-20240307-195934.png view entire user record.

  • image-20240307-200036.png edit a user record

  • image-20240307-200054.png 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.

  • image-20240307-200556.png 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

  • image-20241107-181459.png User accounts can be locked via the grid by checkmarking one or more user accounts and clicking image-20241107-181459.png. Or when editing a user account, the ‘locked’ field may be checked. The user will not be able to log into the application. Only a user with Admin or District Manager role can unlock a user’s account.

  • image-20241107-181602.pngUser accounts can be unlocked via the grid by checkmarking one or more user accounts and clickingimage-20241107-181602.png. 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).

Info

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.

...

  • 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.

...

  1. click . Fields denoted with a . are required fields.

  2. Name: Enter the desired name of the Group and description.

  3. Select And/Or:

    1. AND requires all ApproverGroup Member Types to approve the leave request

    2. OR requires only 1 Approver member to approve the leave request

  4. Select the group members to be included. The list to choose from will include active ESS users as well as two unique users:

    1. Supervisor will automatically include the supervisor listed on the user's USPS Position record.

    2. Manager will automatically include users with Leave Manager role in ESS.

    3. 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.

  5. 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.

    1. Approver: member is an approver and will be sent an email notification when the leave request needs approval

    2. Read-only Access: member is not an approver but is allowed to view the leave request.

    3. Read-only Access with Notifications: member is not an approver but will be sent an email notification when a leave request is awaiting approval.

  6. Click on to create the leave request group or image-20240307-193245.png to cancel out of the window without saving changes.

...

  1. click . Fields denoted with a . are required fields.

  2. Name: Enter the desired name of the Group and description.

  3. Select And/Or:

    1. AND requires all ApproverGroup Member Types to approve the timesheet

    2. OR requires only 1 Approver member to approve the timesheet

  4. Select the group members to be included. The list to choose from will include active ESS users as well as two unique users:

    1. Supervisor will automatically include the supervisor listed on the user's USPS Position record.

    2. Manager will automatically include users with Leave Manager role in ESS.

    3. 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.

  5. 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.

    1. Approver: member is an approver and will be sent an email notification when the timesheet needs approval

    2. Read-only Access: member is not an approver but is allowed to view the timesheet.

    3. Read-only Access with Notifications: member is not an approver but will be sent an email notification when a timesheet is awaiting approval.

  6. Click on to create the group or image-20240307-193245.png to cancel out of the window without saving changes.

...

  1. click . Fields denoted with a . are required fields.

  2. Name: Enter the desired name of the Group Chain and description.

  3. 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.

  4. Select and drag Available (Approval) Groups from the left to the right (Selected) groups area.

  5. Once the approval groups are in the proper order, select the

  6. Specific Leave Types you want included in the group chain. If left blank, all leave types will be included:

  7. You have the option of including one or more of the following to be included in the workflow:

...

  1. click . Fields denoted with a . are required fields.

  2. Name: Enter the desired name of the Group Chain and description.

  3. 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.

  4. Select and drag Available (Approval) Groups from the left to the right (Selected) groups area.

  5. 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:

  6. You have the option of including one or more of the following to be included in the workflow:

...

  1. From User>API Access token, click .

  2. Created by, date and time will auto fill

  3. Select the existing User account created for the third-party vendor along with a description.

  4. Click to create the API Access Token or image-20240307-193245.png to cancel out of the window without saving changes.

...

Duplicate User/Employee Relations

The Duplicate Users/Employee Relations grid will displays any ESS users who have the same (USPS) employee number. You have the option to export the grid information to a spreadsheet via the ‘Export to CSV’ option.

...

Users may be assigned one or more roles. All users by default will be assigned the ‘User’ role. Listed below are the available Roles in ESS, it’s Kiosk counterpart, definition and example of the role. Please refer to the ESS Menu Options by ESS Role document in the appendix for an overview of the menu options available to a user based on their ESS role(s).

ESS Role

Kiosk Role

Definition

Example of who may be assigned role

User

N/A

User access is standard ESS access. All users in ESS will, by default, be granted the User role.

All district staff regardless of additional roles assigned.

Admin

Kiosk Administrator

Access to all functions of ESS.

ITC staff, district tech and/or district administrative staff member

District Manager

District Kiosk Administrator

Access to all functions of ESS with the exception of creating, editing or deleting users with Admin role.

District tech and/or administrative staff member

Announcement Board Manager

Announcement Board Administrator

Access to Announcement Manager which allow user to maintain district wide announcements which are displayed on the Home screen

District tech and/or administrative staff member

Custom Link Manager

District Link Administrator

Access to Manage Custom Links which allows user to maintain district’s custom links which are displayed on the Home screen.

District tech and/or administrative staff member

Leave Manager

Leave Administrator

Access to manager-related options under Leave Requests in order to elevate, view and export district leave requests. Also access to Leave Management which controls blackout dates, escalated approvals, creation of sub categories and view staff leave expense reports.

District administrative staff member

Leave Approval Workflow Manager

Leave Approval Automated Work Flow Administrator

Ability to create/maintain Groups and Group Chains (under Users) for leave approval workflows.

District administrative staff member

Leave Calendar by Building

Leave Calendar - by Building

Access to Leave Calendars>District Leave Calendar. Use ‘Filters’ to view staff leave requests within the same building(s) as your position(s).

District building principal

Leave Calendar by Department Code

Leave Calendar by Department Code

Access to Leave Calendars>District Leave Calendar. Use ‘Filters’ to view staff leave requests within the same department code(s) as your position(s).

District department head (i.e. cafeteria or maintenance supervisor)

Leave Calendar by District Building

Leave Calendar by District Building

Access to Leave Calendars>District Leave Calendar. Use ‘Filters’ to view staff leave requests for all buildings within district.

District superintendent or staff member who needs to see leave for multiple buildings within district

Leave Calendar by Pay Group

Leave Calendar by Pay Group

Access to Leave Calendars>District Leave Calendar. Use ‘Filters’ to view staff leave requests within the same pay group(s) as your position(s).

District staff member who needs to view leave requests based on pay group.

Leave Calendar for District Staff

Leave Calendar for District Staff

Access to Leave Calendars>District Leave Calendar. Use ‘Filters’ to view staff leave requests for selected employees.

Superintendent

Leave Request Approver

N/A

Ability to View/Approve staff leave requests via Home screen or Leave Request Approval option

District supervisors, principals, etc. who are in a supervisor role

Leave Supervisor for Staff

Leave Calendar for Supervisor Staff

Access to Leave Requests>View Supervised Leave and Leave Calendars>Supervisor Leave Calendar in order to view staff’s leave requests

District supervisors, principals, etc. who are in a supervisor role

Metrics API

Data Change Manager

HR Administrator

Access to Data Change Management which allows user to maintain employees' data change requests and post changes to USPS

District administrative staff member/Treasurer’s office

Substitute Coordinator

Substitute Coordinator

Access to Sub Coordinator which allows ability to enter substitute information for any submitted leave request where substitute needed is checkmarked. The role also grants access to Leave Requests>View District Leave

District administrative position

Substitute Coordinator - Read Only

Substitute Coordinator - View Only

Read-only access to Sub Coordinator for all submitted leave requests where substitute needed is checkmarked. The role also grants access to Leave Requests>View District Leave

Staff member who needs access to substitute info but doesn’t assign them

Substitute Coordinator by Building

Substitute Coordinator by Building

Not currently in use

Substitute Coordinator by Building - Read Only

Substitute Coordinator by Building - View Only

Not currently in use

Substitute Coordinator by Department Code

Substitute Coordinator by Department Code

Not currently in use

Substitute Coordinator by Pay Group

Substitute Coordinator by Pay Group

Not currently in use

Timesheet Approval Workflow Manager

Ability to create/maintain Groups and Group Chains (under Users) for timesheet workflows.

District administrative staff member

Timesheet Approver

Ability to View/Approve staff timesheets via Home screen or Timesheet Approval option. Access to Timesheets>Supervisor Timesheets Leave in order to view staff’s timesheets

District supervisors, principals, etc. who are in a supervisor role

Timesheet Manager

Access to manager-related options under Timesheets in order to view and export district timesheets. Also access to Timesheet Manager which controls escalated approvals, automatic period generation and creation of periods and shifts.

District administrative staff member

Whitelist Manager

N/A

Access to Manage Whitelist which maintains trusted websites that display on the custom links area of the Home screen. If a website has been whitelisted, they will be directed to the new site on click; whereas a URL that is not whitelisted, a dialog will appear to warn the user they are navigating to a new site.

District administrative or technical position.