Topics Map > Human Resource System (HRS) > HRS Security

Request HRS Security Roles in HRS

Overview:

This document will provide the step by step process used to request security roles for HRS users.

Process Considerations:

  • Security role request process: Request is initiated on behalf of an employee -> employee must sign the compliance agreement -> approver must approve role request (2nd approver also if needed) -> HRS process runs to assign role to employee.
  • The process to assign approved role to an employee runs approximately once every hour.
  • Only employees with the Requestor security role (GT Security Form Requester) will be able to request roles on behalf of themselves or another employee

Request a New Security Role and/or Row Level Security

  1. Navigate to Fluid Home (in HRS, click NavBar (far right corner) and select Fluid Home).
  2. Click Security Provisioning eForms tile.
  3. Enter criteria in at least one search field and click Search.
    NOTE: All active employees and empl records that meet the search criteria will be listed, click the row for the correct employee/empl record number combination.
  4. Review the Employee information.
  5. Review and update the effective date if the role request should not be immediate. The effective date identifies when to assign the roles to the employee after approval.
  6. Request Type should read Add Security.
  7. Update Row Security Perm. List if necessary. For employees with existing security roles the Row Security Perm. List will default to the current Row Security.
    NOTE: Row Security determines which level of records can be accessed.
  8. To view existing roles assigned to the employee, click View Employee Roles hyperlink and it will open in a new tab.
  9. To view all available security roles, click View Role Catalog hyperlink which will open in a new tab.
  10. Enter the role name in the Role Name field or click the magnifying glass to search.
    • To use the Search:
      • Enter the Role Name (generally starts with UW_UNV_) -or-
      • Enter the Description (generally starts with the two letter functional area code - AM, BN, PY)
      • To change the search criteria from begins with to contains, click the Show Operators hyperlink and change the drop down for the search criteria.
  11. To see more information about the specific role, click View Role Details hyperlink, which will open in a new window.
  12. Click the plus sign to add additional security roles and repeat step 10.


  13. Enter Comments.
  14. Click Submit.
    NOTE: To save the record to review and submit later, click Save. To access the record later for submitting, see View Security Role Request below.
  15. An email is sent to the employee notifying them to sign the compliance agreement.
NOTE: A Row Level Security Change request can be submitted as part of a security role request or as a separate request. To submit the request as part of a larger security role request, see above.

Request a New Security Role Using a Template

  1. Navigate to Fluid Home (in HRS, click NavBar (far right corner) and select Fluid Home).
  2. Click Security Provisioning eForms tile.
  3. Enter criteria in at least one search field and click Search.
    NOTE: All active employees and empl records that meet the search criteria will be listed, click the row for the correct employee/empl record number combination.
  4. Review the Employee information.
  5. Review and update the effective date if the role request should not be immediate. The effective date identifies when to assign the roles to the employee after approval.
  6. Request Type should read Add Security Template.
  7. Update Row Security Perm. List if necessary. For employees with existing security roles the Row Security Perm. List will default to the current Row Security.
  8. Search for the Template ID by clicking the magnifying glass.
  9. All roles included in the template will appear in the Requested Roles section.
  10. To remove a single role for this employee, click the minus sign for that row.
  11. To add an additional role for this employee, click the plus sign and follow step 10 above (Request a New Security Row).
  12. Enter a Comment.
  13. Click Submit.
    NOTE: If you are unable to submit immediately, click Save. To access the record later for submitting, see View Security Role Request below.
  14. An email is sent to the employee notifying them to sign the compliance agreement.



Request to Remove a Security Role

  1. Navigate to Fluid Home (in HRS, click NavBar (far right corner) and select Fluid Home).
  2. Click Security Provisioning eForms tile.
  3. Enter criteria in at least one search field and click Search.
    NOTE: All active employees and empl records that meet the search criteria will be listed, click the row for the correct employee/empl record number combination.
  4. Review the Employee information.
  5. Review and update the effective date if the role request should not be immediate. The effective date identifies when to assign the roles to the employee after approval.
  6. Request Type should read Remove Security.
  7. Update Row Security Perm. List if necessary. For employees with existing security roles the Row Security Perm. List will default to the current Row Security.
  8. A list of the employees current roles will appear in the Requested Roles section.
  9. For all Security Roles that should remain for the employee, click the Selected Slider from No to Yes.
  10. Click the Remove Selected Roles button.
  11. All roles that the employee should LOSE should appear in the Requested Roles list.
    NOTE: If roles are not showing that should be removed, click the Load All Employee Roles button to reload all of the employee's currently assigned roles.
  12. Enter Comment.
  13. Click Submit.
    NOTE: To save the record to review and submit later, click Save. To access the record later for submitting, see View Security Role Request below.

Update or Delete a Security Role Request Prior to Final Approval

WARNING: The original requester is the only person who is able to update the request.

View Security Role Requests

  1. Navigate to Fluid Home (in HRS, click NavBar (far right corner) and select Fluid Home).
  2. Click Security Provisioning eForms tile.
  3. Select the View a Provision Request tab on the left side bar.
  4. Enter criteria in at least one search field and click Search.
  5. Review the request details, including Comments entered.
  6. Click Next.
  7. Click Approval Route to see the approval chain.
  8. Click the triangle to expand the Signature Log.

Additional Resources

Related KBs (remove this section if there are no related KBs)

Get Help

  • Click HERE to contact UW Shared Services or HERE for the Office of Technology Services (OTS) Helpdesk if you have any issues with these instructions.




Keywords:HRS, security roles, remove security roles, security role templates, entitlements   Doc ID:44549
Owner:Ryan L.Group:UW–Shared Services
Created:2014-10-28 16:39 CDTUpdated:2021-06-01 08:54 CDT
Sites:UW–Shared Services
Feedback:  19   22