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
- Navigate to Fluid Home (in HRS, click NavBar (far right corner) and select Fluid Home).
- Click Security Provisioning eForms tile.
- 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. - Review the Employee information.
- 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.
- Request Type should read Add Security.
- 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. - To view existing roles assigned to the employee, click View Employee Roles hyperlink and it will open in a new tab.
- To view all available security roles, click View Role Catalog hyperlink which will open in a new tab.
- 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.
- To use the Search:
- To see more information about the specific role, click View Role Details hyperlink, which will open in a new window.
- Click the plus sign to add additional security roles and repeat step 10.
- Enter Comments.
- 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. - 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.
- Navigate to Fluid Home (in HRS, click NavBar (far right corner) and select Fluid Home).
- Click Security Provisioning eForms tile.
- 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. - Review the Employee information.
- 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.
- Request Type should read Add Security.
- 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. - Enter Comments.
- 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. - An email is sent to the employee notifying them to sign the compliance agreement.
Request a New Security Role Using a Template
- Navigate to Fluid Home (in HRS, click NavBar (far right corner) and select Fluid Home).
- Click Security Provisioning eForms tile.
- 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. - Review the Employee information.
- 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.
- Request Type should read Add Security Template.
- 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.
- Search for the Template ID by clicking the magnifying glass.
- All roles included in the template will appear in the Requested Roles section.
- To remove a single role for this employee, click the minus sign for that row.
- To add an additional role for this employee, click the plus sign and follow step 10 above (Request a New Security Row).
- Enter a Comment.
- 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. - An email is sent to the employee notifying them to sign the compliance agreement.
Request to Remove a Security Role
- Navigate to Fluid Home (in HRS, click NavBar (far right corner) and select Fluid Home).
- Click Security Provisioning eForms tile.
- 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. - Review the Employee information.
- 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.
- Request Type should read Remove Security.
- 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.
- A list of the employees current roles will appear in the Requested Roles section.
- Click the minus sign on for all security roles that you want the employee to KEEP.
WARNING: When the request is submitted, all roles that appear in Requested Roles will be removed for the employee. - Enter Comment.
- 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.- Navigate to Fluid Home (in HRS, click NavBar (top right corner) and select Fluid Home).
- Click Security Provisioning eForms tile.
- Select Update a Provision Request tab on the left side bar.
- Enter criteria in at least one search field and click Search.
- To cancel the request, click the Withdraw button at the bottom of the page.
- To make changes to the existing request, make updates to the request and click Resubmit.
View Security Role Requests
- Navigate to Fluid Home (in HRS, click NavBar (far right corner) and select Fluid Home).
- Click Security Provisioning eForms tile.
- Select the View a Provision Request tab on the left side bar.
- Enter criteria in at least one search field and click Search.
- Review the request details, including Comments entered.
- Click Next.
- Click Approval Route to see the approval chain.
- Click the triangle to expand the Signature Log.
Additional Resources
Related KBs (remove this section if there are no related KBs)