1. Learn how to add an employment type in IDM365. For more information about IDM365, please see our website at http://www.idm365.com.

    Employment types are used to organize users based on their relationship with the company; they are also used to adjust the permissions available to different types of users. These employment types will need to be set up by a super user or administrator before users can be added and access profiles specific to the employment type can be set up for the various job functions.

    To set up an employment type, go to the administration tab and click on Business Framework. Then, select the “Employment Types” page. Existing types will be shown and can be managed by clicking on them. Add a new employment type by clicking the “Add” button at the top. A blank form will open.

    Type a name for the new employment type. If clarification is needed, for example to indicate that it is only for users who do not need a proper login, add it in the description field. Next, select whether the employment type is considered internal or external so that it matches up with the types of users who fall under it.

    If all users with this employment type require certain access, a job function can be selected to provide that access. The access profile for the new employment type cannot be set up in the job function until it has been saved, so the job function selected will need to be edited once that is done. The job function can also be added to the employment type later on if it needs to be created first.

    It is also possible to limit the locations where users are allowed to have the employment type. Only the locations added to the list on the right will allow those workers.

    At the bottom, there is a separate section for additional attributes. This section allows custom attributes to be created and shown as fields whenever the location is selected for a User.

    Click Save once the form has been completed to make the new employment type available.

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  2. Learn how to add a user to the infrastructure. More information about IDM365 can be found on http://www.idm365.com.

    User profiles are used to keep track of each user’s account in every system. To create a profile for a new user, go to the user management users page and click on Add a New User. A blank profile card will open.

    Start by selecting what type of user is being added and which business they will be working in. Then select the type of employment that applies to the user. Internal users may be regular employees or unionized workers, while external ones are usually contractors, suppliers, or other workers that are brought in from other companies. When adding an external user, select their primary employer from the list in the Home Organization field.

    Fill in the rest of the user’s employment details including the location and department where the user will be working. The employment date specifies when the user will start having access to their account, and as such allows users to be added before their first day of work without compromising security. For external users, an account expiry date and comment for it can also be added so that the account will be disabled automatically when the user’s work is done. To select the user’s account manager, select the field, type in the first few characters of the manager’s name, and then select them from the list. In most cases, the user’s account manager should be the same as their department manager. If the person adding the user is not a user manager, super user or administrator, the account manager selected here will be notified that a request for the user has been made which needs to be finalized.

    Once the user’s employment details have been filled in, click Next to go to the Contact Information section, or click on the tab to switch to it. Here, select the title that corresponds to the user’s position in the company. Then, type in the user’s name and the ID that has been selected for them. Note that, once the user has been added successfully, this ID cannot be changed through the interface as it is used to keep track of the user. Type the user’s company email address into the email field, following whatever conventions are used within the company. If the user has a secondary email address, something that is required if they are an external user, type it into the external mail field. The user’s phone numbers can be added as well. If available, add the user’s image by clicking the Change Photo link, choosing the image file and uploading it. Once uploaded, it will need to be cropped before saving it.

    Once everything has been filled in and checked, click Create Account. A summary page will open with all the new values. To decide who will be notified when the account is created, look in the Email Recipients section. A comment can also be added for log and approval purposes. Once everything looks good, click Confirm to finish adding the user.

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  3. Learn how to assign a job function directly to a user. More information about IDM365 can be found on http://www.idm365.com.

    Job functions are used to assign access permissions to users. There are several ways to assign a job function—the most basic way being to assign it directly from a list.

    To find a job function to assign, type its name into the search field. If the name is common in the system, you may need to click enter or search to show the full list of results. Once you've found the correct one, select the job function from the list, and then select Assign to a User. Type the name or ID of the user into the Select User field. The user will only show up if the job function has not yet been assigned to them. Click the line showing the user, and then click OK. The user's profile card will open with the job function added. If the assignment is temporary, add an expiry date by using the Date Picker. A comment can also be added. If there are no special circumstances, simply click Done. The job function will then run its approval workflow before providing the user with the correct permissions.

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  4. Learn how to make changes to a user's basic account information. More information about IDM365 can be found on http://www.idm365.com.

    You can make changes to a user by opening their profile card.

    To do so, type the user's name or ID into the Search bar. Click the line showing the user and select See Details to open their profile card.

    A user’s basic account information is split up into two sections: Employment Details and Contact Information. Click on either of the tabs to open it, and then click the Edit button at the bottom part of the page. Make the changes as necessary. It is possible to click back and forth between these tabs while editing. The Cancel button allows you to go back without making your changes.

    In the section for Contact Information, a photo can be added to the user’s profile which will be shown when they log in. Note that the user’s ID cannot be changed, as it is used to keep track of their account. Once all changes have been made, click Done to proceed to the Confirmation page which will show all the new values. To decide who will be notified regarding the changes, look in the Email Recipients section. Use the comments section to add information about the changes. Once everything is done, click Confirm to finalize the changes.

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  5. Learn how to disable a user. More information about IDM365 can be found on http://www.idm365.com.

    If a user is going to be on leave, has been suspended, or for some other reason needs to have their account disabled, you can do so on their profile card.

    To disable a user, type their name or ID into the search bar. Click the line showing the user and select See Details to open their profile card. Click Disable User found at the bottom left in the tools section. If appropriate, type a comment as to why you are disabling the user; then click OK, and OK again to confirm.

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