Systems and System Levels

Systems and System Levels allow you to record which systems your users have access to. For example, you might want to record that an employee has access to Office 365, as well as the usernames that they use for those. If the employee left the business, you could then remove their access.

Systems

Systems can be added via Administration > HR > Data Management > Systems.

Click on Add at the bottom to add a new system:

There are three fields on this page:

• System name: Simply the name of the system you're recording, for example, JIRA
• System description: A brief description of the purpose of the system which can be helpful for none-IT users that are not aware of a given system's function.
• System URL: Used to store the web address of the system in question.

Once it is filled in the system and submitted, the new system will now be visible back on the Systems page.

System Levels

System Levels can be used to record the access levels on the system. For example, Read Only and Read/Write Access etc. The page functions very similarly to the Systems page.

There are two fields on this page:

• System level name: Used to simply record the name of the level of access you're recording, for example, Admin.
• System level description: Used to record a brief description of the permissions given to a user at that access level, for example, an Admin user might have Read, Write and Delete access to a given system.

Once a system level has been added it will then be displayed in the table on the System Levels page.

Once you have at least one System and System Level added, they can be assigned to an employee. This can be done within People -> Employees -> Employee Card -> Assets -> Systems.

 

From here, you can add systems and the level of access this employee has to those systems by clicking the Add button:

The Add employee system page has 5 fields:

• Employee: The name of the employee we are adding a system to.
• System name: The name of the system we are assigning to this employee.
• System level: The level of access that this employee has to the system.
• Username: What the user is known as on this system.
• Comments: This is a general field that can be used to describe anything relevant, for example when this user was given access, how long they may need it for etc. This field is not mandatory.

Completing these fields and then cubmitted will add the system record for this employee, if we then navigate back to the Employee Systems page it should look something like this:

Now we can see that the employee has Admin access to a system, we can see the username the employee use to login and we can also see the date that this record was created. Clicking the Actions button to the left of a system record will allow us to Edit or Delete the record. The Edit employee system page is identical to the Add employee system page and simply allows us to adjust any of the fields which are already completed.

You can then report on Employee Systems within Report Builder by using the "Employee Systems" data set.