eOPF allows HR Admin to manually create User Profiles for new employees. This action should only be taken in urgent cases to avoid duplicate profiles. The process is the same for creating both Basic User and HR Professional profiles, with the main exception being that you will need to assign an HR Professional role and add access before finalizing the profile. Profiles can be edited later if necessary.
eOPF allows HR Admin to manually create User Profiles for new employees when issues prevent data feeds from creating a new employee's profile. Employee profiles should only be created manually in urgent circumstances, otherwise the data feeds could create a duplicate employment line in the User Profile when the data feeds do connect to the system.
To manually create a new employee's User Profile, follow the steps below:
Create an Employee User Profile
- Select the Admin dropdown from the left-hand navigation menu and then select Manage Users:
2. Once in the Manage Users screen, select the +Create user account button under the User list grid header:
3. Complete the Personal Information section, carefully matching the information in your source system:
4. Complete the Contact Information section:
5. In the Employment Account Information section, select Employee for Account Type:
6. The Folder Type options will appear:
7. Hover over the little "i in the circle" info icon to view definitions of each folder type:
Note: You will usually select Standard. Be sure of what you need because once you save the User Profile as Merged or Foreign service, you will not able to edit the Folder Type.
8. Choose Yes for Elevated Permissions if you are creating a profile for an HR Professional user who will need to access other user profiles as part of their work responsibilities. (You will provision access to HR Professional users at the end of the profile creation process.)
If you select No, you will create a Basic User account and not be prompted to assign a role and access, though you do so in the future by accessing the profile and changing Elevated Permissions to Yes in the Employment Account Information section.
9. Select the POID and Agency Subelement Code that the employee with which the employee is aligned. All other fields are optional for employees
10. If you selected Yes for Elevated Permissions, you will see an Assign Role button at the bottom of the screen:
If you selected No for Elevated Permissions, you will see a Create Account button at the bottom of the screen.
Clicking the Create Account button will finalize the new employee's User Profile for a Basic User and the process that you started will be complete.
Provision Access to an Employee who is an HR Professional
If you selected Yes for the Elevated Permissions dropdown, you must now assign an HR Professional role and role-specific access to the user.
- Clicking the Assign Role button will open the Assign Role and Access Rights... screen:
2. Select an HR Professional role for the employee from the Select Role dropdown, e.g. HR Transfer
3. The Permissions section with the Assign Access Rights subsection will appear:
4. Select a POID and Agency Subelement configuration to which the user needs access in order to fulfill their work responsibilities.
5. The Effective From and Effective To fields will autopopulate with whatever you selected for the Employment Account Information section on the previous screen.
6. Use the Additional access link directly below the POID field to open the Assign Additional Access... screen:
7. Use the +Add button to add additional access rows.
Pro Tip: you can also use the Apply Template button which will appear and add lengthy permissions using an Access Template if you have one created.
8. Click the Submit button when you have finished adding additional access if you chose to.
9. Back on the original Assign Access Rights screen, click the Save button:
10. Review the role and access that you have added:
11. Click the Finish button to create the User Profile:
12. The new User Profile will populate. You can still edit certain fields whenever needed.