This guide will show you how to configure external accounts so that scheduled reports can be sent to recipients who are not set up in the HR system, such as an external benefits provider.
Contents
- Introduction
- To create an external account
- To add a user to an external account
- New external user account access
- To generate a new registration key
Introduction
The Report Scheduler can be used to distribute previously created HR reports to a selected group of internal or external recipients. External Accounts must be configured for external recipients of scheduled reports.
Please see the guide on how to Configure scheduled reports for more details.
To create an external account
- Go to the following area:
- Latest (left-hand) menu: Reporting > Report Admin > Report Scheduler - External Accounts
- Pre 2025 (top) menu: System > Security > External Accounts
- Any accounts that have already been created will be displayed
- Click Insert New Record to create a new external group
- Enter a Group Name and, if required, enter a Distribution Email. Email addresses for the individual members of the group will be entered when they are added to the group, so the Distribution Email is optional
| Note: If a Distribution Email address is entered, then this will take priority over email addresses that are set up for individual users. Ie no emails will be sent to the individual users. |
- Enter a date for the Group Expiry if access should be for a limited period
| Note: Expiry dates can be set for the individual users in a group as well as for the group itself. These can be future dates. On the day of the expiry, the user will no longer be able to access reports relating to the group. The same happens when a group expires. The external user’s account will still be accessible to them with their login, so if they were in multiple groups or subsequently added to a group, there would be no requirement to re-register. |
- Click Update
- Optionally choose to Edit the group, Add another record, or go to the Summary
To add a user to an external account
- Click Edit
- Click Add User
- Click Add User and enter the first email address
- Click Continue – the window will expand to display further options which can be recorded for the user
- Enter the User Name and, if required, a Group Membership Expiry
- Set Owner status if the user should maintain and add users to the group (you can have multiple owners)
- Click Update
- A window will confirm the user has been created and display a registration key
|
Note: The registration key is displayed once only and can’t be accessed elsewhere in the system. Failure to use this key will necessitate re-registration. Please see instructions for key regeneration later in this guide |
New external user account access
- Once the steps in the previous section have been completed, a notification will be sent via email to the user containing a hyperlink
- The new user should follow the steps below
- Click on the hyperlink
- In the User Registration screen, enter your email address and the Key
- Create a New Password and re-enter it to Confirm New Password
- Click Continue
- A Verification Code will be sent
- Click Continue
- Two-Factor Authentication will then enable access
- Follow the usual process for your organisation/system
- Click Continue
- Complete the Secret Questions and Answers
- You will then be logged in
- Any reports made available to this external group user will then be accessible. As a new user, no reports will be presented until an automation has run with that user as a recipient
| Note: If you are a designated Owner for the group, then there will be an additional menu tab and options available enabling maintenance of the users in the group and the ability to add additional users to the group. |
To generate a new registration key
- Go to the following area:
- Latest (left-hand) menu: Reporting > Report Admin > Report Scheduler - External Accounts
- Pre 2025 (top) menu: System > Security > External Accounts
- Click on the required external group to display users in that group
- Click Forget alongside the name of the user to generate a new registration key and reset their login details
- A prompt will be displayed to confirm that a new key is to be generated for the user – click Yes
- Confirmation of the new key will be displayed
- You can also click on an individual user to forget their password or secret answers
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