Portal User Setup
The basic functions of the Employee Self Service Portal are described in this section. Basic functionality includes viewing personal information, pay history, team calendars, employee directory, and initiating address changes. All other functionality is described separately.
This section describes the initial setup required to configure the portal based upon your company’s requirements.
Parameters
The list of parameters used when configuring basic Employee Self Service are listed below. Where appropriate, parameters should be set as Company Specific before setting values.
ESS Parameters
Parameter | Description |
EMAILUS | The email addresses which will default to email ‘To’ line Employee uses the ‘Email Us’ tile. (List of email addresses can be used, separated by semi-colon). |
EMLFROM | The email address that will be used at the ‘From’ address for communications back to employee. |
WEBSITE | Your Corporate Website URL that will be launched when user clicks on ‘Our Website Link’. |
DEFESUSR | The user ID of the Template User that will be used as basis to create a portal user. A Template User must exist for each company and parameter should be company specific. |
DESKTOP | The desktop function for ESS (Value should be set to %WESPV11). |
INITPRG | Field Init program that will be run every time portal starts (Value should be set to %ESSPV1). |
COINSLINK | The URL to the Coins ERP+ Desktop version of ESS. |
MOBILELINK | The URL to the Coins ERP+ RUI version of ESS. |
WELCOME | Email Template used for ‘Welcome to the Portal’ email. |
LOGINFMT | The length of the auto-generated portal user IDs. |
ESSDIRSEC | User Security Fields List for Employee Directory. |
ESSOFFSEC | User Security Fields List Limit for Team Calendar. |
You will likely have two types of portal users. The first type of user already works in Coins ERP+ in some capacity and already has credentials to log into Coins ERP+; the other type of user will never log into Coins ERP+ and will only have credentials to access the portal. This section describes the setup for each.
Create Welcome Email
Portal Only Users will be sent a Welcome Email when their User IDs are created in Coins ERP+. Coins provides a template email that you can modify. The Welcome Email can be unique by company or apply to all companies.
Go to Employee Self Service > Administration > Email Templates and search on ESSEMAIL as shown below.
Email Templates
Either copy the Portal Confirmation template or open modify as necessary. Certain employee or company specific information can be inserted into the template using variables such as {Username}, {Userid} and {password}. Variables {COINSLINK} and {MOBILELINK} refer to ESS parameters which contain the URLs for the Desktop and RUI versions of Coins ERP+ Employee Self Service.
Email Template
If you changed the name of the template, be sure to update the ESS parameter WELCOME with the new template name. You will need to make this parameter Company Specific if you have different templates for each company.
ESS WELCOME Parameter
Create Template User
The Template User is going to be used to auto-create users who will only have access to ESS.
Create a Group in System > User Maintenance > Groups. Name the group ESSPORTALG. The group will not have functional access.
System > User Maintenance > Groups
Create a Template User as shown in the figures below. You will need to create a new user for each company.
System > Update User > Details tab
System > User Details > Groups tab
System > User Details > Preferences tab
In ESS Parameters, tag the DEFESUSR parameter. Use the choose action at the bottom of the page to make the parameter Company Specific rather than a global parameter.
Employee Self Service > ESS Parameters
Enter the Template User ID in the ESS parameter DEFESUSR.
Employee Self Service > ESS Parameters
Existing Coins ERP+ Users
To allow existing Coins ERP+ users access to the ESS portal, make the following changes to user in System > System Setup > User Maintenance.
Assign Employee Self Service Portal User Role to the user on the Groups tab of Users as shown in the figure below. Do not tick Named Role on the Details tab of Users.
System > User Details
On the Preferences tab of Users, update the Current Desktop, Alternative Desktops and Initialise fields.
If desktops are not in use, you will not need to define Alternative Desktops. If desktops are already in use, you do not need to modify Current Desktop or Initialise fields, but you will need to add %WESPV11 to Alternative Desktops.
Alternative Desktops
In Employee Self Service > ESS Portal > Portal Users, you will create a portal link between the employee and the user.
Switch to the payroll company of the Employee you want link to the portal.
Click the Create New Portal User button in the lower right corner of page.
Create New Portal User Icon
Enter the Employee ID and hit enter. You will then be presented with information about the employee. In the layout for Login Info, enter the existing Coins ERP+ User ID into the User ID and Personnel User to Assign fields. The User Name and Email fields will become disabled.
Click Next.
Login Info
Once the portal user is created, you will be able to see the user on the Browse of Portal Users and in Personnel Workbench > Links > Links to Other Modules.
Portal Users Browse
Personnel Workbench
The employee will receive a welcome email with instructions on how to use the portal. A temporary password will not be provided to existing users.
Welcome Email
Portal Only Users
Portal Only users are users who will not have access to Coins ERP+ other than as a portal user. Once you have configured your Template Portal User and Welcome email, you are ready to create your Portal Only Users.
In Employee Self Service > ESS Portal > Portal Users, you will create a portal link between the employee and the user. An email address must exist in the Personal Email field of HR > Personnel Workbench.
Switch to the payroll company of the Employee you want link to portal.
Click the Create New Portal User button in the lower right corner of page.
Create New Portal User Icon
Enter the Employee ID and select enter. You will then be presented with information about the employee. The User ID and Personnel User are auto-generated based on ESS parameter LOGINFMT. The email address comes from the Personal Email field in the Personnel Workbench.
Create Portal Link
Some companies prefer to use an employee’s personal email address or some other format as the User ID. Simply update the User ID and Personnel User To Assign fields in the Login Info block.
Email Address as User Id
Once the portal user is created, you will be able to see the user on the browse of Portal Users and in Personnel Workbench > Links > Links to Other Modules.
Portal Users Browse
Personnel Workbench
The employee will receive a welcome email with instructions on how to use the portal. A temporary password will not be provided to existing users.
Mobile Welcome Email
Bulk Import Portal Users
The Personnel Data Load can be used to load portal user information. The instructions below show you how to check that employees are ready to become portal users and the steps to create the user via Personnel Data Load.
Determine who is ready to be assigned a Portal ID. Run the Portal Users Assignment Report in Employee Self Service > ESS Portal.
2. Select Employees for Assignment in the Run For field; select Validate as the Action. This report must be run by company.
Portal Users Assignment Report
The report indicates whether an employee is ready to be assigned a portal user ID.
Email must be defined on the Personal Email field of Personnel Workbench. Use this report to make corrections to employee data.
Employee Self Service - Portal Users Assignment Report
3. Next, run the Portal Users Assignment Report to create your load file. Select Create Data Load File as the Action. The path name and CSV File Name will be provided.
Create Data Load File
4. The process will generate a PDF report. The CSV file you will use for the Personnel Data Load is available in Report Status > My Files.
Personnel Data Load File
The download file contains the employees who are not yet portal users but who have valid email addresses to become portal users. The format of the file follows the structure used for any load via the Personnel Data Load.
Row 1 must contain the table updated, in this case pp_organisation.
Row 2 contains the field names – ppo_seq in column A or 1 and RW_prportaluser in column B or 2.
Remaining rows contains the data to be imported.
The data starting in cell B2 is concatenated data separated by the ‘|’ symbol. The data string contains:
Company Number
Employee ID
Employee Name
Personal Email Address
Current System User ID, if it has been entered in the System User ID field of the Personnel Workbench. Any person without an ID is probably not an existing Coins ERP+ user.
Personnel Data Load Download File
5. If you wish, provide the user ID to use with portal only users by adding the ID to the end of the text in Column B. If you do not provide an ID, a unique ID will be system generated for each user. Be sure to save the file as a CSV file after making changes.
Add Specific User Ids
6. Use the Personnel Data Load found in Employee Self Service > Administration to import the portal users list created in steps 3 and 4. check the data and make corrections before running the Load.
When the Load of personnel data is complete, portal user IDs are created, associated with employees, and the Welcome Email is sent.
Personnel Data Load Import
Human Resources - Personnel Data Load Report
If you wish to suppress Welcome Emails during the initial load of data, simply set the ESS parameter WELCOME to blank. Once you have completed the load, reset the value in the parameter.
Delete Portal Users
To delete portal users from Coins ERP+, either delete the Portal User record from Employee Self Service > Portal Users browse screen or from the Personnel Workbench > Links > Links to Other Modules.