workintexas.com state agency desk aid · step 1: valid workintexas.com login credentials to login...

WorkInTexas.com –

State Agency Desk

Aid

2019

STATE AGENCY ACCOUNTS – MANAGING EMPLOYER CONTACTS

TEXAS WORKFORCE COMMISSION

TEXAS WORKFORCE COMMISSION STATE AGENCIES – MANAGING EMPLOYER CONTACTS

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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


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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


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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


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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.


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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.


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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


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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


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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:


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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


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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.


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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


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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.


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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)


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• Confirm Security Question Response 1 (required field)







• Preferred Notification Method (Dropdown menu. This is a required field.

Available values include the following selections.)

➢ Internal Message

➢ Email

➢ 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


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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


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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:


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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.


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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.


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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.


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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).


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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.


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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.


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.


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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


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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


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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


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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)


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


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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:


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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.


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.


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.


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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.

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