Request and Remove 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:

Click on the links below to skip directly to a section:

Request a New Security Role and/or Row Level Security

  1. Navigate to Employee Self Service (in HRS, click drop down to the left of HRS Admin in the page header).
  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.
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Request a Row Level Security Change

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.
  1. Navigate to Employee Self Service (in HRS, click drop down to the left of HRS Admin in the page header).
  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. Enter Comments.
  9. 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.
  10. An email is sent to the employee notifying them to sign the compliance agreement.

Request a New Security Role Using a Template

  1. Navigate to Employee Self Service (in HRS, click drop down to the left of HRS Admin in the page header).
  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.

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Request Roles for Multiple Employees

  1. Navigate to Employee Self Service (in HRS, click drop down to the left of HRS Admin in the page header).
  2. Click Security Provisioning eForms tile.
  3. Select New Multiple Employee Request tab.
  4. 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.
  5. Select Request Type of Add Security or Add Security Template.
  6. Update Row Security Perm. List if necessary.
    NOTE: If Row Security Perm. List is updated it will be updated for all employees.
  7. Enter the first employee's Empl ID and click the magnifying glass.
  8. Select the employee and review employee data.
  9. Click the plus sign at the end of the row.
  10. Repeat steps #7-9 for all additional employees.
  11. Complete the steps to add security roles, see sections above for additional information.
Once the request has been submitted, a separate request is created for each employee with a separate request ID, approvers, etc, and will be handled the same way as an individual security add.

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Request to Remove a Security Role

  1. Navigate to Employee Self Service (in HRS, click drop down to the left of HRS Admin in the page header).
  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. Select Security roles to remove.
    • Remove all security roles, click the slider bar for Remove All Roles to read Yes.
    •  Remove specific roles, click the slider bar to read Yes, in the Remove? column for those specific roles.
  10. Click the Comment field to enter a comment.
  11. 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.
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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.
  1. Navigate to Employee Self Service (in HRS, click drop down to the left of HRS Admin in the page header).
  2. Click Security Provisioning eForms tile.
  3. Select Update a Provision Request tab on the left side bar.
  4. Enter criteria in at least one search field and click Search.
  5. To cancel the request, click the Withdraw button at the bottom of the page.
  6. To make changes to the existing request, make updates to the request and click Resubmit.
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View Security Role Requests

  1. Navigate to Employee Self Service (in HRS, click drop down to the left of HRS Admin in the page header).
  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.
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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.
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