What
This article explains how to create User roles for the new Candidate Portal. These instructions can also be followed for setting up Client Portal users.
NOTE: The instructions in this article can only be carried out by your organisation's System Administrator.
Where
Home > Settings > Advanced Settings > Security > Users > Manage Roles
and
Home > Config > Portal Roles > New
and
Home > Contacts > Person > Portal Admin
How
In order to use the new Candidate Portal, or the Client Portal, users need to have the appropriate permissions assigned to their security profile. To do this:
1. Go to Advanced Settings > Security > Users
2. Locate the user you wish to add the permission to, and click Manage security roles:
3. Add the permission Mercury - Candidate Portal Management and/or Mercury - Client Portal Management, depending on which Portal the user will be managing. This will ensure the user is able to manage the Portal Admin records for Contacts
4. To create a Portal role, locate the Config menu item in the bottom left side of the navigation pane, and click on Portal Roles:
5. A window will then open the Portal screen. Click on +New:
6. Enter a Name for the role, and select the required Portal - i.e. Candidate or Client. Once these have been confirmed, the Permissions grid will appear. When selecting Candidate Portal, Mercury will need to know for the Portal role that is assigned, if it should allow the submission of Timesheets and Expenses:
7. If selecting the Client Portal, the grid will display these available permissions:
Can Approve Timesheets > approve or reject Timesheets.
Can Edit Vacancy > editing of Vacancies.
Can Progress Candidates – ability to arrange Interviews and to create Offers for shortlisted Candidates.
Can See All – able to view all Vacancies - i.e. not just the ones created by that specific user.
Can Add New Vacancy – allows creation of Vacancies in the portal.
Can Create Vacancies Without Approval – allows the adding of Vacancies which do not require approval by another Client contact.
Can Approve New Vacancies – if Vacancies require approval, then this gives permission for the user to approve or reject those Vacancies.
Can Approve Expenses – gives permission for the user to approve or reject Expenses.
Can View Invoices - Gives user permission to View Invoices where the user is the Invoice Contact or any Invoices that are associated to a Placement where the user is the Invoice or Client Contact.
Can View POs - Gives user permission to View Purchase Orders where the user is the Invoice Contact or any Invoices that are associated to a Placement where the user is the Invoice or Client Contact.
Can Write POs - Gives user permission to create/edit a Purchase Order where the user is the Invoice Contact or any Invoices that are associated to a Placement where the user is the Invoice or Client Contact (only enabled once Can View POs is enabled).
8. In the example below, you can see that the approval of Timesheets has been selected:
9. Click Save.
10. Locate a Candidate record which needs access to the Candidate Portal, and change the view from Mercury Contact to Portal Admin:
11. The form view for that record will then change and display their Portal record page:
12. You can then assign the Portal role that you created earlier, to the Contact record:
13. Be sure to Save the record at this point.
14. After having assigned the Candidate Test Portal role - i.e. the example used further above - the user will then be able to submit Timesheets.
15. If the contact is a Client contact, you will need to add the appropriate Portal role on the Client Portal grid, as below:
16. Again, make sure you click Save on the record at this point.
The Portal role which was assigned to the user, based on the permissions given, will now allow them to approve Timesheets.