Overview
There are two different workflows which are primarily responsible for the manual creation of a user account:
Create Employee Workflow v3.2
Security - Create User Accounts (Bulk)
The New Employee 3.2 workflow is not a standard workflow included with the system. This is usually implemented via the project team during setup of your system, but is not supported for updates.
The Security - Create User Accounts (Bulk) is a standard workflow included with the system and does receive updates from the Development Team.
How does each workflow work?
Workflow | Behaviour & Configuration |
Create Employee Workflow v3.2 | This workflow has a Stored Procedure that is run if Create User is ticked inside of the Starter Rule used during the Workflow. This Stored Procedure is mapped specifically to a field or multiple fields to generate the username. |
Security - Create User Accounts (Bulk) | This Workflow also has a Stored Procedure, but can only be run when an employee has an email address. The Stored Procedure automatically picks up the Email Address or Private Email Address and parses it through to the username creation. |
Resolving issues
If you need to generate the username based on their email address, it is advised that you do not enable the create user account option on the starter rule, and instead create the new user accounts via the User & Group Management process.
If you would prefer FirstName.Surname to be used for the username, it is fine to enable the create user account option in the Starter Rule, which will do this automatically for you.
Important Considerations
When using the New Employee 3.2 Workflow, the First Name & Surname fields will be used. This will include any spaces you may have entered into these fields and not noticed.
It is advised to ensure that the First Name and Surname fields do not contain any spaces at the start or end of the record.
If the First Name had a space at the end, or the Surname had a space at the start, this will need to be corrected manually.
Due to the complexities involved, any changes to your username formatting would need to be processed by our consultancy team. If you are interested, please contact your account manager.
Correct a username manually
In the Admin Tool, click User Accounts.
Change the drop-down to All Users.
Find the affected user in the list.
Double-click on their record.