When a temporary account is created for onboarding purposes the system generates a token for that user which controls their access to the system i.e. by expiry date or by a certain number of uses or sign in attempts.
To view detailed token information for a specific user, navigate to the Token Maintenance screen. Here you will be able to find information about the temporary user as well as the temporary account such as the expiry date for the token.
Tools -> Security & Setup -> Temporary User Accounts -> Token Maintenance:
This is particularly helpful if the new hire has either exceeded the number of logins or has reached the expiry date but has not completed entering information into the onboarding forms. You could then search for the user and extend the expiry date to allow them to complete the process.
The Token Maintenance search grid includes the following information:
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Context – If the token was created for onboarding purposes then the context will include the word ‘Onboarding’ followed by the new hires first name and last name (example: Onboarding – John Smith)
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Token ID – this column includes the internal ID of the token
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Authorized – this column displays whether or not the token has been authorized. If set to ‘Y’, this means that the temporary user has signed in at least once to the onboarding portal. If set to ‘N’ this means that the temporary user has not signed into the portal.
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Enabled – this column displays whether or not the token is enabled. The token will be set to enabled unless manually changed to ‘disabled’. If you choose to ‘disable’ a token, the temporary user will be prevented from signing into the onboarding portal.
Click Edit to modify the Context, or the values in the Authorized and Enabled columns. Note, you may modify the name but do not remove the word ‘Onboarding’ as this is how the system identifies the type of token making it easier to search for etc.
Click Delete to delete the token account. If the token is deleted the new hire will no longer have access to the onboarding portal. Ensure the Temporary User Account is also deleted.
Important Note: Once a new employee has completed entering information into the onboarding forms and clicks ‘Submit’ the system will automatically remove their temporary account so they will no longer be able to sign into the onboarding portal.
If the approver notices any input errors or omissions those issues will need to be addressed directly in HR when the employee record is created. The new employee will not have access to sign back in to the portal to make changes. If you want the HR approver to be able to make changes once the forms are submitted, then you would need to have the routing configured to support this scenario (i.e. a duplicate form would need to be created for edit mode)
Once you search for and select a token the properties grid will populate and display all of the details about that token, in read-only mode, including:
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Created by
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Email address
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Name
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Form
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Email subject
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Email message
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Employee number
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Token redirect URL
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Role
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Login URL
The Aspects grid displays details about the expiry date or max number of uses for the token. If necessary, you can extend or shorten the new hires access to the onboarding portal by editing this information.
Example: If a new hire were allotted five days to complete the onboarding forms then on the sixth day their login credentials would no longer grant them access to the onboarding portal. Your district user who has security access to Token Maintenance could search for the token associated to that new hire and in the Aspects grid modify the expiry date, providing additional time to complete the process. Once the token is updated the new hire will be able to sign back into the portal