User Security

Table of Contents

The Security section of a User Record governs what features and fields a user is able to access and edit within PCRecruiter.

To access User Securities in the database:

  1. Select System from the main menu.
  2. Select Users
  3. Choose Manage Users
  4. Here you will see a list of all usernames in the database, select the user for which you wish to access security settings
  5. Choose the Security block from the icons on the left.

For each option you will be presented with a dropdown of choices varying by section:

  • Full Permission : Unrestricted access to the section
  • No Permission :  No access to the section
  • Add, Save, Delete : The ability to add new, modify and remove records
  • Add, Save : Cannot Delete records but may add and modify them
  • Add Only : Cannot Delete or Modify records but may add them
  • Read Only : Can view records but may not Add, Modify or Delete them

System Administrator #

  • Full Permission: Disregards security settings (not including the ‘Other’ section) below and gives the User unrestricted access to PCRecruiter. Use this for Admin rights.
  • No Permission: This setting restricts User access by blocking the User Name and Data Location areas of PCRecruiter
  • Limited Admin: This setting allows access to the Data Location section of PCRecruiter and restricts access to the User Name section
  • User Records and Locations: This setting is best used for Web Masters/API Developers as it gives access to the Data Location and User Records
  • Data Locations Only: This setting is best used for Web Masters/API Developers as it gives access to the Data Location area

Companies #

Use this section to set what a user can or cannot do with Company records.

  • Records: This refers to all Company Records as a whole
  • Notes: This refers to the Notes section found in all Company Records
  • Activities: This refers to the Activity section found in all Company Records
  • Attachments: This refers to the Attachment section found in all Company Records
  • Change Company: This refers to the ability to move a name record from one company to another when they have started a job with a new company in your database
  • Customize Layout: Refers to the ability to customize the fields displayed on a company record
  • Customize Card: Refers to the cards displayed when viewing recently viewed companies or conducting a Quick Search

Positions #

  • Records: This refers to all Position Records as a whole
  • Details: This refers to the Details section of all Position Records
  • Activities: This refers to the Activity section found in all Position Records
  • Attachments: This refers to the Attachment section found in all Position Records
  • Customize Layout: Refers to the ability to customize the fields displayed on Position records
  • Customize Card: Refers to the cards displayed when viewing recently viewed Positions or conducting a Quick Search

Names #

  • Records: This refers to all Name Records
  • Notes: This refers to the Notes section found in all Name Records
  • Activities: This refers to the Activity section found in all Name Records
  • Attachments: This refers to the Attachment section found in all Name Records
  • Resume : This refers to the Resume section found in all Name Records
  • Customize Layout: Refers to the ability to customize the fields displayed on Name records
  • Customize Card: Refers to the cards displayed when viewing recently viewed Names or conducting a Quick Search

Reports #

  • Company Reports: Ability to run Company Detail and Company Summary Reports
  • Name Reports: Ability to run Name Detail, Name Summary and Resume Feedback Reports
  • Position Reports: Ability to run Position Summary, Position Detail, Open, Filled, Time to Fill, Actively Recruiting, On Hold, and All Available/Open Reports
  • Pipeline Reports: Applicant Tracking, Candidate Timeline, Active Candidate Pipeline, Company Interview, Rollup Consolidation Detail, and Rollup Consolidation Summary Reports
  • Placement Reports: Ability to run Permanent Hire Summary, Permanent Hire Source, Cost Per Hire Detail, Cost Per Hire Summary, Commission, and Hire Expense Reports
  • Auditing Reports: (These reports include the option of ‘Current User’, this option will allow a user to pull an Auditing Report for their own username) Option to run Transaction, User Activity, Field Distributions, Activity Types Distribution, Posting, Metrics, and External Posting Referrer Reports
  • EEO Reports: Option to run Names Missing EEO Data, EEO Place, Employer Information (Applicant), Employer Information (Employee), EEO Source, EEO Data, Applicant Flow and Internet Applicant Search Activity Reports
  • Contract/Temp Reports: Ability to run Expense, Timesheet Profit, Timesheet Summary, Invoice, Commission, Hour and Place Reports
  • Web Extension Analytics: Legacy Feature – Disregard
  • User Reports: Option to run Summary User Security, Detailed User Security, Security Definition Key, Username Record and Group Record Reports
  • Custom SQL Reports: A user with SQL experience can create and run a custom SQL report in the database, this controls their ability to do so. Main Sequence Support can also assist with creating a custom SQL Report (Additional fees where appropriate)
  • Email Campaign Reports: Ability to run Campaign Overview and Campaign Results Reports
    *Note: This is a PCRecruiter Add On feature, please contact your PCRecruiter Representative to enable
  • Export Reports: Allows user to export reports to Excel or Google sheets.

Other #

  • Activity Search Security: This controls whether the User is able to search other User activities
  • Commissions Costs: This dictates whether a User may view and add Transactions to Company, Name and Position records
  • Share Schedule: This governs whether this User’s schedule may be viewed by other Users
  • Scheduling: This controls how a user may interact with the schedule
  • Rollup Lists: This governs whether and how a User may use Rollups
  • Interviews: This governs whether a User may add, save or delete Interview records
  • Keyword Tables: This governs whether a User may access the Keyword section under the System Tab
  • SQL Workbench: Ability for a User to access the SQL Workbench section under the System Tab
  • Form Letters: This governs how a User  may interact with Form Letters (email templates)
  • Custom Fields: This governs whether a user may access the ‘Details’ area of a Company, Name, or Position record to view any custom fields that may not be in their layout. Note: This security is not related to creating Custom Fields under System. Only System Administrators have access to System > Custom Fields to create or delete custom fields.
  • Synchronization: Controls a users ability to synchronize records between PCR and Outlook via the Outlook Portal integration
  • Data Transfer: This allows users to access the Import and Export option within Rollup Lists
  • EEO Data: This governs whether a User is able to see Gender, Race and Source on Name records
  • Write Incoming Email Activities: This governs whether a User may access the Write Activity options if using PCRMail
  • Allow Record Merging: This governs whether a User may merge duplicate Company or Name records
  • Timesheets: Limits a users ability to access/edit/add timesheets from within the Contract tab
  • Planner: Controls the Planner showing on a users MyPCR screen – items can be added to the planner via Rollup List
  • HRNX Integration: This governs whether this User may access the HRNX tool if you’ve integrated with this 3rd Party option
  • Automation Plans: Controls the users ability to create/manage automation plans within Rollup Lists
  • Customize Placement Layout: Ability to customize Permanent and Contract/Temp Placement Layouts
  • Create/Update Profiles : Allows users with non admin security the ability to create/update Profile (forms)
  • Analytics: Enables the Analytics option on the main toolbar *Note: This is a PCRecruiter Add On feature, please contact your PCRecruiter Representative to enable
  • Allow Option for Private Email: This governs whether a User may mark any outgoing email as Private. This stops the email from documenting an Activity in the sender and recipient’s records.

Security Policy #

  • Account is Disabled: Use this to prohibit access to PCRecruiter
  • Account is Locked Out: Once a user reaches the maximum number of login attempts their account becomes locked out, uncheck this box to unlock their account
  • User Must Change Password at next Logon: Use this to force a password change for this User
  • User Cannot Change Password: Use this to remove the ability to change a password on the MyPCR screen
  • Password Expires: Enables the ability to set a password expiration timeframe
  • Two Factor Authentication Setup: 2FA requires the user to have both their username and password, and access to an additional account or device to verify their identity.

2-Factor Authentication #

Two-Factor Authentication (otherwise known as 2FA) adds a second layer of security beyond the password for logging into PCRecruiter. It requires the user to have both their username and password and access to an additional account or device to verify their identity. This feature will affect login to the PCRecruiter Web, PCRecruiter Mobile, PCR for Google, and PCR for Outlook.

An Administrative user in PCR will have to activate 2FA for each username individually.

2FA Setup #

  1. Verify that your database has a working general SMTP account in the Outgoing Mail Settings.
  2. Open System in the Main Menu
  3. Open Users
  4. Select Manage Users
  5. Select a Username
  6. Click the Security option.
  7. Open the Security Policy section, if it isn’t already expanded.
  8. Click Two Factor Authentication Setup
  9. Check Enable
  10. Check any or all of the different methods you would like to allow that user to use for receiving authentication codes (described below).
  11. Save

The next time that user attempts to log in, they will be prompted with the 2FA Login.

Functionality #

  • Upon entering the correct Username and Password combination the user will be prompted to select from the available Authentication Methods
  • A numerical Authentication Code will be sent to their email or app as selected.
  • After entering the Code they will be allowed to log in to PCRecruiter

Methods of Receiving Authentication Codes #

Email #

Using this method, PCRecruiter will send an email containing a 7-digit numeric code to the Email Address stored in the User Record.  (System > Users > Manage Users > Username > Information > Contact Information > Email Address)  The user will have five minutes in which to enter the code in order to complete the login process. The email address is used as the alternate authentication method if the other options have been turned on but not connected.

Push Notifications #

Using this method, PCRecruiter will send a code via Push Notification to the PCRecruiter mobile app. The user must have successfully logged into the PCRecruiter App at least once for this method to work. The app does not need to be open to receive the code, but the app’s notifications must be enabled. If the app’s cache has been cleared or the app has been uninstalled and reinstalled, the user must log in again before 2FA will work.

Authenticator App #

Using this method, PCRecruiter will prompt for a numeric code generated by an associated Authenticator App or browser extension, such as Google Authenticator.

To establish the initial connection with an app:

  1. Click the Configuration Gear icon at the far right of the Main Menu frame in PCRecruiter.
  2. Click Add to Authenticator
  3. Use the Add option in the authenticator app of your choice to take a picture of the QR code presented on the screen.

A “Reset” button is available on the 2FA Setup screen. This button will clear the connection to the Authenticator app in the event that the user has lost their device or wants to re-connect the Authenticator from scratch.

Once configured, a PCRecruiter authentication code will be visible in the authenticator app. This code can be entered into the form to complete the 2FA login.