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Employee User (ESS Pin)

Details

An ESS Employee Pin Detail record and login role assignment define an employee's access to the online system. The Employee ESS Pin Detail is also known as the Employee ESS Users Table and the Employee Self Service PIN Detail.

• The Employee Pin Detail for the employee provides access to the screens used to assign the employee to roles and workgroups.
• The Set Password button enables defining an employee's password.
• Web access controls on the user's Employee ESS Pin Detail include indicators for document management, payroll processing, and payroll posting.

Access to the Employee Pin Detail

From the Payroll Role, access the Employee PIN Detail through the company validation tables. Under the company section, click on Employee ESS Users Table to open the Employee Self Service Pin Detail. To switch employees, choose another employee from the upper navigation bar.

From the online Payroll & HR Role, access the Employee PIN Detail from the Employee Master tab for the employee, and click on the ESS PIN button.

From the Employee Master, click on the ESS PIN button to open the ESS Pin Detail.

Business Scenario

When a Payroll Processor is authorized to access the system, add an Employee ESS Pin Detail record for the Payroll Processor, or if a record already exists, edit that record.  For complete field-by-field details, please refer to the details topic.

Complete the Employee ESS Pin Detail

1. Open the Employee ESS Pin Detail.

From the Employee Master, search for (click on the Binoculars'), and select an employee. Click on the ESS PIN button.

OR

Users with the Payroll role may have access to the ESS PIN Detail from the Validation Tables screen.

Result:The selected employee's number and name display in the Employee Number field.

2. If the employee does not have a record on the Employee ESS Pin Detail, click on the Add icon. Otherwise, edit.
3. Active?  Confirm that the Active checkbox is selected.
4. Group.  Select the system group assignment in the Group field to assign a security group to the employee. The group setting can be overridden per role on the client-level.

For Payroll or Human Resource personnel, select the standard ADMIN group for the most access to employee records.

For ESS Managers,  select the MANAGER security group.  

For employee self service, assign the EMPLOYEE group.

Custom groups may also be available for custom security access.

5. Optionally, select Expire Policy and Enforce Complex. Selecting the Expire Policy checkbox requires the user to reset his or her password every 20 days. Selecting the Enforce Complex checkbox requires a valid password to be at least eight characters long and have at least one of each of the following: a special character, an uppercase letter, and a lowercase letter.
6. Secret Keyword.  Optionally, enter the employee's Secret Keyword.  
7. Save the detail record.
8. Set Password.  Click on Set Password button. The "Change Password" dialog opens.
9. New Password.  Type the new password. Passwords are case sensitive and can be up to ten characters in length. What you type is masked, by dots or asterisk symbols.
10. Retype New Password.  Retype the new password. What you type is masked, by dots or asterisk symbols.
11. Click OK.

Result:  A line displays: "Your Password has been changed."

11. Close the change password dialog.

Assign roles and workgroups to the selected employee.