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WorkInTexas.com –
State Agency Desk
Aid
2019
STATE AGENCY ACCOUNTS – MANAGING EMPLOYER CONTACTS
TEXAS WORKFORCE COMMISSION
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
1
Table of Contents Overview ............................................................................................. 2
Background ......................................................................................... 2
Employer Contacts ............................................................................. 2
Privileges Required to Create and/or Edit Employer Contacts ................... 3
Creating Employer Contacts (Users) ..................................................... 4
Step 1: Valid WorkInTexas.com Login Credentials ............................... 4
Step 2: Navigate to Corporate Profile – Contacts/Users Tab ................. 5
Step 3: Select the Add Contact Button ............................................... 7
Step 4: Add Contact Wizard ............................................................. 7
Step 4a: Contact Information ........................................................... 8
Step 4b: Contact Designations ........................................................ 11
Step 4c: Sign In Information .......................................................... 12
Step 4d: User Privileges ................................................................. 15
Step 4d (section one): Basic Contact Privileges .............................. 16
Step 4d (section two): Recruiting Privileges ................................... 24
Step 4d (section three): Agent Administration Privileges ................. 31
Step 4d (section four): Save Privileges ......................................... 32
Managing Existing Employer Contacts................................................. 33
Step 1: Navigate to Corporate Profile – Contacts Tab ........................ 33
Step 2: Verify Contact Display Filters............................................... 35
Step 3: Using Pagination ................................................................ 36
Step 4: Sorting Contacts/Users ....................................................... 37
Step 5: Contacts/Users—Allowable Actions ....................................... 38
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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WorkInTexas.com State Agencies – Managing Contacts
Overview
This document is intended to be a desk aid to assist State Agencies using
WorkInTexas.com to successfully create and manage contacts (users)
associated with their employer account. Contacts can be set up as a login
capable (employer users) or simply associated as a contact attached to a
specific job order without login capabilities.
NOTE: An employer user must be assigned the appropriate privileges to be
able to create and manage contacts associated with the employer account
Background
Employer Contacts
In WorkInTexas.com, employer contacts can be found using two different
approaches.
1) Navigate to the Locations page from the Corporate Profile and select the
View Contacts link for a specific location. The benefit of using this
approach is that contacts list is automatically filtered to only display the
contacts associated with the selected location, removing any duplicate
records, and making it easier to locate employer contact records if the
account has several contacts.
2) Navigate to the Contacts page in the Corporate Profile. This takes the
user directly to a listing of all contacts associated with the employer
account. This may display some duplication of contacts because a contact
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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could be assigned to more than one location. Using filters in this section
will reduce the number of contacts listed on the page.
This document focuses on the second approach explained above: managing
contacts from the Contacts page in the Corporate Profile. To manage
contacts from the Locations page, as explained in the first approach
described above, please refer to the training module on Managing Employer
Locations.
Privileges Required to Create and/or Edit
Employer Contacts
To create contacts for an employer account, the Add and Edit Contacts
privilege must be assigned. To edit existing contacts, the Edit Contacts
and/or Activate or Inactivate Contacts privilege must be assigned under one
of the restriction categories. The two restriction categories are:
• User Privileges for Locations Associated with this User
• User Privileges for Locations NOT Associated with this User
Figure 1: Privileges that Allow Employer Contacts to Manage other Contacts
associated with the Employer account
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Privileges must be assigned with care if the employer intends to limit the
ability of other employer users to only manage location data for locations the
user is assigned to.
NOTE: The process of creating an employer contact includes creating their
username, password, and setting up security questions.
If an employer contact is creating a new contact associated with their
agency and does not want to know the security questions and answers for
the new contact, the employer contact should sit side by side with the
person and allow the new contact to enter his or her security questions and
answers during the contact creation process. The password that is created
during the contact creation process is a temporary password and the new
contact will be forced to update it with a new password when logging in for
the first time.
Creating Employer Contacts (Users)
It may be necessary to create a new contact record for an employer
account. This can be done in several places, but the preferred method is to
create a new contact record from the Contacts tab in the Corporate Profile.
New locations and new contacts can also be created when adding new job
orders if the job order needs to be assigned to a contact that does not
already exist.
Step 1: Valid WorkInTexas.com Login Credentials
To login to WorkInTexas.com as an employer, you must have a username
and password. With the exception of the primary user who registered the
Employer Master Account, employer contacts (users) cannot register or
create their own login credentials. User accounts must be created by another
employer contact with appropriate privileges, or by TWC staff directly
supporting WorkInTexas.com.
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Once a login-capable employer user account (contact) has been created, the
user will login to WorkInTexas.com using the provided username and
temporary password.
Figure 2: WorkInTexas.com Sign In page
Step 2: Navigate to Corporate Profile –
Contacts/Users Tab
Once logged into WorkInTexas.com, the new contact will be able to view all
contacts associated with the Employer account. From the Employer
Dashboard page, find the Quick Menu section of the left navigation menu
and select Employer Portfolio >> Employer Profiles >> Corporate Profile.
This will take the employer contact to the Corporate Profile page with
navigation shortcuts at the top of page.
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 3: Navigate to the Corporate Profile
On the Corporate Profile page, expand the Employer Profiles menu tree by
clicking on the plus sign. Expand the Corporate Profile menu section and
select the Contacts/Users menu link to bring up the Manage Contacts page.
Figure 4: Navigate to the Manage Contacts page
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Step 3: Select the Add Contact Button
With the Contacts/Users tab selected, scroll to the bottom of the page and
select the Add Contact button.
Figure 5: Add Contact button
Step 4: Add Contact Wizard
The Add Contact wizard includes several tabs (pages) that must be
completed when creating a new employer contact.
Add Contact tabs for adding a new Contact include:
• Contact Information
• Contact Designations
• Sign In Information
• User Privileges
• Other Information
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 6: The Add Contact wizard will guide employer contacts through each
tab/page to create a new contact.
Step 4a: Contact Information
The Contact Information tab of the Add Contact page contains the following
sections and fields:
• Section: Contact Information
➢ First Name (required)
➢ Middle Initial
➢ Last Name (required)
➢ Job Title (required)
➢ Phone (required) and phone extension (not required)
➢ Fax
➢ Alternate Phone
➢ Text Message Cell Phone
➢ Email Address (required)
➢ Confirm Email Address (required)
➢ Status (required)
o Active
o Inactive
• Section: Assigned Locations
➢ List of active locations (inactive employer locations will not be
displayed). Each location has two selection options:
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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o Associated Location (Select this checkbox to associate the new
contact with a specific associated location. At least one associated
location must be selected for the new contact.)
o Default Location (Each contact must be associated with at least one
default location. Only one default location can be assigned to a
contact.)
Figure 7: Add Contact – Contact Information Tab – Contact Information
section
Figure 8: Add Contact - Contact Information Tab - Associated Locations
section
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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After all required information has been entered on the Contact Information
tab, select the Next button at the bottom of the page to save all entered
information.
Figure 9: Add Contact - Contact Information Tab - Next Button
If any fields fail validation after the Next button is selected,
WorkInTexas.com will display the error message(s) in red font at the top of
the same page. The employer contact must fix the error(s) before the wizard
will proceed to the next tab/page.
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 10: Add Contact – Form Field Validation Message(s)
Once errors have been corrected, the employer contact should select the
Next button to save the data and proceed to the next tab/page.
Step 4b: Contact Designations
The Contacts Designations tab of the Add Contacts wizard contains the
following section and fields. The Contact Designations section is not
required. Employer contacts can select any, all, or none of the checkboxes
for the new contact.
• Section: Contact Designations (list of checkboxes)
➢ Benefits
➢ Employer Relations/Human Resources
➢ IT & Communications
➢ Office Manager
➢ Officer
➢ Other
➢ Owner
➢ Partner
➢ Payroll/Taxes
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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➢ Power of Attorney
➢ Sales
➢ Sub-Contractor
➢ Training/Education
➢ Unemployment Tax
Figure 11: Add Contact – Contact Designations
Step 4c: Sign In Information
The Sign In Information tab of the Add Contact wizard includes the following
options:
Option 1—No Sign In Account
• Give this contact the ability to sign in (checkbox)
Note: If this checkbox is not checked/selected, the fields listed below
will not be editable and the new contact will not be able to log into
WorkInTexas.com. New contacts can be associated with a Job Order
without creating login credentials, so creating a login for a contact is
an optional step.
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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• Contact (read only label with information from Contact Information tab
displayed – First Name and Last Name)
• Username (not editable)
• Password (not editable)
• Confirm Password (not editable)
• Preferred Notification Method (not editable)
Figure 12: Add Contact - Sign In Information - No Sign In Capability
Option 2—Sign In Capability Provided
• Give this contact the ability to sign in (checkbox) (If this checkbox is
selected, the fields listed below will be editable and additional fields will
display.)
• Contact (read only label with information from Contact Information tab
displays First Name and Last Name)
• Username (required field)
• Password (required field)
• Confirm Password (required field)
• Security Question 1 (required field)
• Security Question Response 1 (required field)
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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• Confirm Security Question Response 1 (required field)
• Security Question 2 (required field)
• Security Question Response 2 (required field)
• Confirm Security Question Response 2 (required field)
• Security Question 3 (required field)
• Security Question Response 3 (required field)
• Confirm Security Question Response 3 (required field)
• Preferred Notification Method (Dropdown menu. This is a required field.
Available values include the following selections.)
➢ Internal Message
➢ Text Message (if Available)
➢ Text Message Notification (if Available)
➢ Internal Message with Email Notification
➢ US Postal Mail
Figure 13: Add Contact - Sign In Information - Sign In Capability Provided
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Additional information about Preferred Notification Methods:
• Text Message (if Available) option: will only work if the new contact has a
valid text-capable phone number provided on the Contact Information tab
in the Text Message Cell Phone field. This option will send a text message
to the configured text-capable device with the communication information
included in the text message.
• Text Message Notification (if Available) option: will only work if the new
contact has a valid text-capable phone number provided on the Contact
Information tab in the Text Message Cell Phone field. This option will send
a text message to the configured text-capable device with a notification
to log into WorkInTexas.com to check their internal WorkInTexas.com
Message Center for new messages.
• US Postal Mail option: only applies to selected communication types for
job seekers (individuals), not employer contacts. This option is not
recommended for use by employer contacts. All communications will
default to the new contact’s internal WorkInTexas.com message center.
Once all required fields have been completed on the Sign In Information tab,
select the Next button to save the information and proceed to the next tab.
Figure 14: Add Contact - Sign In Information - Next button
Step 4d: User Privileges
The User Privileges section of the Add Contact wizard allows the employer
contact to assign privileges for the new contact. There is a single checkbox
at the top of the page that allows employer contacts to select all or un-select
all privileges for the new contact. If this checkbox is selected, all previous
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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settings will be overwritten and will have to be manually selected later if
certain privileges need to be reinstated.
The User Privileges section is organized into three major subsections:
• Basic Contact Privileges
• Recruiting Privileges
• Agent Administration Privileges
Step 4d (section one): Basic Contact Privileges
The Basic Contact Privileges section of the User Privileges tab is used to set
privileges related to editing the employer account’s General Information tab,
editing locations, editing employer contacts, and viewing employer system
alerts (messages) from WorkInTexas.com.
This section consists of the following subcategories:
• User Privileges for Corporate Information
• User Privileges for Locations
• User Privileges for Locations Associated with this User
• User Privileges for Locations NOT Associated with this User
• User Privileges for Contacts at the Location(s) Associated with this User
• User Privileges for Contacts at the Location(s) NOT Associated with this
User
• User Privileges for Messages
User Privileges for Corporate Information
There is one privilege in the User Privileges for Corporate Information
subsection, which allows the new contact to edit General Information for the
Employer account.
The Edit General Information privilege allows contacts with this privilege to
do the following:
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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1) An employer contact with this privilege can update the General
Information page. This page contains information visible to individuals
and includes details about the company that is provided on each job
order. Because it is important to maintain the accuracy of this
information, access to this privilege may need to be restricted.
2) An employer contact must be granted this privilege to be able to edit his
or her contact profile, including updating his or her password after login.
If this privilege is not granted, the new contact will need to reach out to
Texas Workforce Commission (TWC) staff directly supporting
WorkInTexas.com in order request a password reset when self-service
password recovery attempts fail.
Figure 15: Add Contact - User Privileges - Basic Contact Privileges - User
Privileges for Corporate Information
User Privileges for Locations
The User Privileges for Locations subsection includes the privilege that allows
contacts to create new locations associated with the employer account. Even
if contacts are given other privileges to edit locations in other sections of this
page, this privilege gives the new contact the authority to create new
locations for the employer account.
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 16: Add Contact - User Privileges - Basic Contact Privileges - User
Privileges for Locations
User Privileges for Locations Associated with this User
The User Privileges for Location Associated with this User subsection grants
privileges that allow the new contact to edit and/or activate and inactivate
locations for which he or she has been assigned as a contact. A new contact
granted this privilege cannot edit, activate, or inactivate locations for which
he or she is not assigned as a contact.
There are two distinct privileges in this subsection:
• Edit Locations
• Activate and Inactivate Locations
A new contact can be granted one or both privileges in this subsection.
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 17: Add Contact - User Privileges - User Privileges for Locations
Associated with this User
User Privileges for Locations NOT Associated with this User
The User Privileges for Location NOT Associated with this User subsection
grants privileges that allow the new contact to edit and/or activate and
inactivate locations for which he or she has NOT been assigned as a contact.
A new contact granted this privilege cannot edit and/or activate and
inactivate locations for which he or she is assigned to as a contact.
There are two distinct privileges in this subsection:
• Edit Locations
• Activate and Inactivate Locations
A new contact can be granted one or both privileges in this subsection.
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 18: Add Contact - User Privileges - User Privileges for Locations NOT
Associated with this User
User Privileges for Contacts at the Location(s) Associated with this
User
The User Privileges for Contacts at the Location(s) Associated with this User
subsection grants privileges that allow the new contact to add, edit, and/or
activate and inactivate contacts (employer contacts) that are assigned to
same locations for which the new contact is assigned. This privilege does not
allow the new contact to add, edit, and/or activate and inactivate contacts
that are assigned to locations for which the new contact is not assigned as a
contact.
There are three distinct privileges in this subsection:
• Add and Edit Contacts
• Edit Contacts
• Activate and Inactivate Contacts
A new contact can be granted any combination or all of the privileges in this
subsection. If the new contact is granted the Edit Contacts privilege but not
granted the Add and Edit Contacts privilege, the new contact will not be able
to create new contacts but will be able to edit existing contacts associated
with his or her assigned location(s).
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 19: Add Contacts - User Privileges - Basic Contact Privileges - User
Privileges for Contacts at the Location(s) Associated with this User
NOTE: Adding new contacts requires the employer contact to establish the
username, temporary password, and security questions and answers.
However, if the new contact is sitting side-by-side with the employer
contact, the new contact can create his or her security questions and
answers during the user account creation process. Once the new contact
account is created, the new contact’s password and security questions and
answers cannot be reset by any other employer contact assigned to the
agency’s employer account. Any employer contact that is unable to reset a
password using the Forgot Username/Password link on the
WorkInTexas.com Sign In page must contact TWC staff that are directly
supporting WorkInTexas.com to request a password reset.
User Privileges for Contacts at the Location(s) NOT Associated with
this User
The User Privileges for Contacts at the Location(s) NOT Associated with this
User subsection grants privileges that allow the new contact to add, edit, or
activate and inactivate contacts for locations that the new contact has NOT
been assigned to as a contact. This privilege does not allow the new contact
to add, edit, or activate and inactivate contacts associated with locations
that he or she is assigned to as a contact.
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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There are three distinct privileges in this subsection:
• Add and Edit Contacts
• Edit Contacts
• Activate and Inactivate Contacts
A contact can be provided any combination of or all of the privileges
described in this subsection. If the new contact is granted the Edit Contacts
privilege but not granted the Add and Edit Contacts privilege, then the new
contact will not be able to create new contacts for location(s) that he or she
is not assigned to but will be able to edit existing contacts associated with
locations for which the new contact is assigned to as a contact.
Figure 20: Add Contacts - User Privileges - Basic Contact Privileges - User
Privileges for Contacts at the Location(s) NOT Associated with this User
User Privileges for Messages
The User Privileges for Messages subsection grants privileges that allow the
new contact to receive system alerts from WorkInTexas.com.
There is one distinct privilege for View Messages in the User Privileges for
Messages subsection as shown in Figure 21.
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 20: Add Contacts - User Privileges - Basic Contact Privileges - User
Privileges for Messages
Listed below are the system alerts currently being automatically sent by
WorkInTexas.com. If a new contact is granted the View Messages privilege,
then he or she is opted in to view messages in the employer’s Message
Center.
Name: Automated Communication to Employers Regarding Hires and
Placements
Description: This alert will notify the employer's job order creator that a
job applicant's status has been updated to hired by an employer contact or
by Workforce Solutions Office staff.
Name: Employer Registration Not Validated
Description: This system alert notifies an employer contact when the
employer account has not yet been validated by Workforce Solutions Office
staff. Unvalidated employer accounts will allow employer contacts to create
job orders, but the job orders will not be visible to individuals until the
account has been fully validated.
Name: Employer Registration Validated
Description: This system alert notifies an employer contacts when a
Workforce Solutions Office staff validates the account. This serves as a
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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notification that any job orders that were created while the account
remained invalidated will now be available to individuals.
Name: Job Order Expiration
Description: Sends registered employer contacts a notice when one or
more job orders that he or she created has expired or is about to expire.
Name: Notification of New Applicant
Description: Sends a notification to an employer contact when someone
has applied to a job order that he or she created.
Name: Potential Candidates Matching Job Posting
Description: This system alert runs daily and notifies employer contacts
who created or edited a job posting during the business day of potential
candidates that match criteria in the job order.
Step 4d (section two): Recruiting Privileges
The Recruiting Privileges section grants privileges related to adding and
editing job orders, searching for candidates for jobs, and viewing employer
reports.
This section has subcategories as listed below:
• User Privileges for Job Orders at the Location(s) Associated with this User
• User Privileges for Job Orders at the Location(s) NOT Associated with this
User
• User Privileges for Candidate Searches
• User Privileges for Viewing Reports
• User Privileges for Recruiting Messages
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 21: Add Contacts - User Privileges - Recruiting Privileges
User Privileges for Job Orders at the Location(s) Associated with this
User
The User Privileges for Job Orders at the Location(s) Associated with this
User subsection grants privileges that allow the new contact to create and
manage job orders and manage applicants to job orders. The available
privileges in this subsection are listed below:
• Create Job Orders
• Edit Job Orders
• Delete Job Orders
• Copy Job Orders
• Change Job Order Status
• View Job Applicant Details
• Edit Job Applicant Details
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 22: Add Contacts - User Privileges - Recruiting Privileges - User
Privileges for Job Orders at the Location(s) Associated with this User
The first four job order privileges determine whether a new contact will be
granted the ability to create, edit, delete, and copy job orders within the
locations he or she is assigned to as a contact. TWC recommends against
granting a new contact the privilege that will allow him or her to Delete Job
Orders. For auditing and reporting purposes, job orders should not be
deleted in WorkInTexas.com.
The fifth job order privilege allows the new contact to change the status of
the job order.
Employer contacts and new contacts can select any of the following job
order statuses:
• Open and Available
• Employer Filled Position
• Employer Position no longer available
There are other job order statuses that can be set by TWC staff directly
supporting WorkInTexas.com or are automatically set by WorkInTexas.com
during the normal course of the job order. For more information about Job
Order statuses, refer to the Managing Job Orders training module.
The last two privileges in the Recruiting Privileges subsection allow new
contacts to view applicants and edit an applicant’s recruiting status
associated with a job order.
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User Privileges for Job Orders at the Location(s) NOT Associated
with this User
The User Privileges for Job Orders at the Location(s) NOT Associated with
this User subsection grants privileges that allow the new contact to create
and manage job orders and manage applicants for job orders associated
with locations the new contact is not directly assigned to as a contact.
Available privileges in this subsection are listed below:
• Create Job Orders
• Edit Job Orders
• Delete Job Orders
• Copy Job Orders
• Change Job Order Status
• View Job Applicant Details
• Edit Job Applicant Details
For a description of these privileges, please refer to section User Privileges
for Job Orders at the Location(s) Associated with this User above.
Figure 23: Add Contact - User Privileges - Recruiting Privileges - User
Privileges for Job Orders at the Location(s) NOT Associated with this User
User Privileges for Candidate Searches
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The User Privileges for Candidate Searches subsection grants privileges that
allow the new contact to search for qualified candidates to fill job orders.
Available privileges in this subsection are listed below:
• Search for Candidate Résumés
• Save Candidate Searches (Virtual Recruiter)
Figure 24: Add Contact - User Privileges - Recruiting Privileges - User
Privileges for Candidate Searches
The Search for Candidate Résumés privilege allows the new contact to use
the Candidate Search menu item in the Quick Menu. This privilege also
allows the new contact to use the Search by Job Criteria link that is available
with each job order.
Figure 25: Areas of the system affected by Search for Candidate Résumés
privilege
The Save Candidate Searches (Virtual Recruiter) privilege allows the new
contact to search for qualified individuals, save the search criteria, and set
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
29
the search to run automatically on a scheduled basis. The Virtual Recruiter
will run as set by the new contact and regularly search for qualified
candidates that meet the requirements of the job order.
To save a candidate search as a Virtual Recruiter search, first execute a
candidate search to return matching individual records. Once the results are
returned, scroll to the bottom of the search results page, and select the
Save Search button.
Figure 26: Save Search - Virtual Recruiter
For more information about saving searches and setting up the Virtual
Recruiter, refer to the Managing Job Orders training module.
User Privileges for Viewing Reports
The User Privileges for Viewing Reports subsection grants privileges that
allow the new contact to view employer reports available in
WorkInTexas.com. The View EEO/VEVRAA Report privilege in this subsection
is shown below:
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 27: Add Contact - User Privileges - Recruiting Privileges - User
Privileges for Viewing Reports
The EEO report and the Third-Party Administrator (TPA) Imported Jobs
report can be found by selecting Detailed Reports from the left navigation
menu under the Reports heading as shown in Figure 29 below.
Figure 28: Employer Reports
User Privileges for Recruiting Messages
The User Privileges for Recruiting Messages subsection grants privileges that
allow the new contact to receive system alerts sent by WorkInTexas.com
with a category of Recruiting. The View Recruiting Messages privilege is
shown in Figure 30 below; however, the recruiting message feature is not
currently available in WorkInTexas.com.
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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.
Figure 29: Add Contact - User Privileges - Recruiting Privileges - User
Privilege for Recruiting Messages
Step 4d (section three): Agent Administration Privileges
The Agent Administration Privileges section is used to assign privileges
related to approving requests from Third Party Administrator (TPA) accounts.
TPAs with employer approval can post and manage job orders on behalf of
an employer. When a TPA registers an account, the TPA user can select
employers that their company would like to represent, or act on behalf of, by
posting and managing the employers job orders. The employer is notified by
WorkInTexas.com that a TPA request has been submitted. This privilege
allows a new contact to approve a TPA to represent their employer account
in WorkInTexas.com.
The User Privileges for the Agent Services section has one subsection that
contains one privilege (as shown in Figure 31): Approve Agent relationship
and privileges.
Figure 30: Employer Contacts - User Privileges - Agent Administration
Privileges
If an employer contact has a relationship with a TPA, the information can be
found by selecting the Agents link in the Corporate Profile menu tree as
shown in figure 32.
TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS
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Figure 31: Manage Agents
Step 4d (section four): Save Privileges
Once all privileges for the new contact have been selected, the employer
contact selects the Finish button at the bottom of the User Privileges page.
Figure 32: Add Contact - User Privileges - Save Privileges
Clicking the Finish button saves the user privileges, adds the contact to the
contacts listing, and returns the employer contact to the Contacts tab in the
Corporate Profile.
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Figure 33: Add Contacts - Add Complete
Managing Existing Employer Contacts
This section provides instructions on managing existing employer contacts.
Step 1: Navigate to Corporate Profile – Contacts
Tab
Once logged into WorkInTexas.com, the contact will be able to view all
contacts under the Employer account. From the Employer Dashboard page,
find the Quick Menu section of the left menu and select Employer Portfolio
>> Employer Profiles >> Corporate Profile.
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Figure 34: Edit Contacts - Corporate Profile
On the Corporate Profile page, expand the Employer Profiles menu tree by
clicking on the plus sign next to the menu item. Expand the Corporate Profile
menu section and select the Contacts menu link to display the Manage
Contacts page.
Figure 35: Edit Contacts - Contacts page
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Step 2: Verify Contact Display Filters
The Contacts tab contains a set of data filters that can be used to refine the
results of what is shown on the page. Only active contacts are displayed.
The filters for the page default to a collapsed view and the filter criteria is
not visible to the contact. The filters are located below the tab headers and
above the display of individual contact records, as shown in figure 37.
Figure 36: Edit Contacts – Show Filter Criteria
To open, view, and/or change the filters, select the plus sign or click directly
on the Show Filter Criteria link. Once expanded, the filter criteria section
provides options that allow the contact to filter by Locations for the employer
account or by the Active or Inactive status of an employer contact.
Available Filters include two drop-down menus as follows:
• Display contacts associated with the selected location of:
➢ Any Location
➢ {list of all active locations associated with the employer’s account}
• Display contacts with a status of:
➢ All
➢ Active
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➢ Inactive
The filters are preset to display Any Location and all Active contacts in the
organization for any location and will always display the same criteria until
the filters are changed.
The ability to edit contacts depends on the privileges granted to the
employer contact. An employer contact may be able to edit some contacts
displayed on this page but get an error message when attempting to edit
other contacts. The below error message displayed when an employer
contact attempted to edit a contact that was outside of their assigned
location and he or she was not granted the privileges to edit this contact.
Figure 37: Edit Contact – Insufficient Privileges Message
Step 3: Using Pagination
If there are more contacts than can be displayed on a single page, multiple
pages of contacts will be made available.
Example: The Rows dropdown is set to five records but there are 11 active
contacts for the employer, which would display on three pages.
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Figure 38: Edit Contact - Pagination
To increase the number of records displayed on the page, select a larger
number from the Rows dropdown menu. Values in the Rows dropdown menu
include the following:
• 5
• 10
• 25
• 50
• 100
To display multiple pages of data, select the forward or backward arrow or
select a value from the Page dropdown list. The Page value will have a
numeric page value for each page of data that is available to be displayed.
Step 4: Sorting Contacts/Users
The column headers on the Contacts/Users page are active links and can be
used to sort results by column. However, WorkInTexas.com only allows
sorting one column at a time.
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Columns that are sortable include the following:
• Contact Name
• Location
• Job Title
• Phone Number
• Sign in Capable
To sort, select a column header link (example: Contact Name). Select the
same column header again to reverse the sort direction.
Figure 39: Edit Contacts - Sorting Contacts/Users
Step 5: Contacts/Users—Allowable Actions
The Action column makes the following three actions available to employer
contacts with the appropriate permissions:
• Edit
• Delete
• Inactivate (if Active) or Activate (if Inactive)
The links to perform these actions display in the Action column on the
Contacts/User page.
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Figure 40: Edit Contacts - Action column
The Edit link displays the contact’s detailed information and looks just like
the pages described in the Add Contact section of this document. However,
when navigating to a contact using the Edit link in the Action column, the
employer contact can freely select which tabs to view and edit. To edit
contacts, the employer contact must be granted appropriate privileges.
The Delete link allows an employer contact with appropriate permissions to
completely remove a contact from the employer account. The following
warning displays when an employer contact selects the Delete link for
another contact:
Alert: You have chosen to DELETE a contact! This action if PERMANENT and
all data deleted is UNRETRIEVABLE. It is STRONGLY suggested that the
account be INACTIVATED instead, thereby making it recoverable in the
future. IF YOU ARE NOT SURE WHAT TO DO please click the CANCEL button
and INACTIVATE the user account instead. Thank you.
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Figure 41: Delete Contact - System Warning Message
Active contacts will show the Inactivate link in the Action column. Inactive
contacts display the Activate link in the Action column. The Activate and
Inactivate links allow employer contacts with appropriate privileges to
inactivate or reactivate contacts as required by the agency.
However, a contact cannot be inactivated for a single location. The entire
contact has to be inactivated or the entire contact can remain active. The
only way to remove a contact from a specific location is to edit the contact to
remove the location from their associated locations on the Contact
Information page.