Summary: This document addresses frequently asked questions about the Person Management functionality in the Onahiri platform.

General Questions

What is the difference between a user and a person in the system?

A person represents an individual in your organization, containing demographic and employment information. A user is a system account that can log in. Every user must be associated with a person, but not every person needs to be a user.

How do I deactivate a person who has left the organization?

1. Navigate to the Person Details page for the individual
2. Select the “Actions” dropdown
3. Choose “Deactivate Person”
4. Enter an effective date and reason
5. Confirm the deactivation

This will preserve all historical data while preventing further access.

Can I delete a person from the system?

For data integrity and audit purposes, persons are not typically deleted but instead deactivated. If regulatory requirements demand deletion (such as GDPR), contact your system administrator who can initiate a special data removal process.

How do I search for a specific person?

Use the search function in the Person Dashboard. You can search by name, ID, email, position, or organization unit. Advanced filters allow searching by status, role, skills, or other custom attributes.

Person Details

How do I edit a person’s information?

1. Navigate to the Person Details page
2. Click the “Edit” button in the relevant section (Information, Details, Address)
3. Make your changes
4. Click “Save” to update the information

What information is required when creating a new person?

Required fields include:

• First and last name
• Personal or employee ID
• Status (Active/Inactive)
• At least one email address
• Organization unit

All other fields are optional but recommended for data completeness.

How do I upload a profile photo for a person?

1. Navigate to the Person Details page
2. Click on the profile photo placeholder
3. Select “Upload Photo”
4. Choose an image file (JPEG, PNG, max size 5MB)
5. Crop and adjust as needed
6. Click “Save” to update the photo

Can I track changes made to person information?

Yes, the system maintains an audit log of all changes. To view the history:

1. Navigate to the Person Details page
2. Click the “History” tab
3. You can see all changes, who made them, and when

Positions and Roles

What is the difference between a position and a role?

A position represents a formal role within your organization (like “Project Manager” or “Developer”). A role determines what permissions and access rights a person has within the Effimetic Solutions platform. Positions often grant specific roles.

How do I assign a position to a person?

1. Navigate to the Person Details page
2. Select the “Jobs” tab
3. Click “Add Position”
4. Complete the position assignment form with details like position title, organization unit, and roles
5. Set the appropriate effective date
6. Click “Save” to create the assignment

Can a person have multiple positions?

Yes, a person can hold multiple positions across different organization units. One position should be designated as “Primary” which establishes their main reporting line.

How do I designate a primary position?

When viewing a person’s positions:

1. Navigate to the Person Details page
2. Select the “Jobs” tab
3. Find the position you want to make primary
4. Click the “Make Primary” action
5. Confirm the change

What happens when I change a person’s position?

When you modify a position assignment:

1. The previous position is preserved in their history
2. Any role changes are applied, potentially affecting their system access
3. Reporting relationships may change based on the new position’s placement
4. Notifications are sent to relevant stakeholders (configurable)

Access Management

How do I grant system access to a person?

1. Navigate to the Person Details page
2. Select the “Access” tab
3. Click “Create User Account”
4. Set an initial password or send an activation email
5. Assign appropriate roles
6. Set account status to “Active”
7. Click “Save” to create the user account

What determines what a person can see and do in the system?

Access is controlled through:

1. System roles assigned directly to their user account
2. Position-specific roles granted through their position assignments
3. Organization-level permissions based on their organizational unit
4. Custom permission sets applied to their user account

How do I reset a person’s password?

1. Navigate to the Person Details page
2. Select the “Access” tab
3. Click “Reset Password”
4. Choose to either set a temporary password or send a reset email
5. Confirm the reset action

How do I lock or unlock a user account?

1. Navigate to the Person Details page
2. Select the “Access” tab
3. Click “Lock Account” or “Unlock Account” depending on the current status
4. Provide a reason for the action
5. Confirm the change

Organization and Reporting

How do I move a person to a different organization unit?

1. Navigate to the Person Details page
2. Select the “Jobs” tab
3. For each position, click “Edit”
4. Update the organization unit
5. Provide an effective date and reason
6. Save the changes

How can I see a person’s reporting structure?

1. Navigate to the Person Details page
2. Select the “Organizational” tab
3. View the “Reporting Structure” section which shows:
   • Their direct manager (based on primary position)
   • Their direct reports (others who report to them)
   • Their position within the larger organization chart

How do I change who a person reports to?

Reporting relationships are determined by position assignments and the organization structure. To change who a person reports to:

1. Edit their position assignment to move them to a different organization unit
2. Or, adjust the organization chart to change the reporting relationships between units

Advanced Features

How do I export person data?

1. From the Person Dashboard, use the “Export” function
2. Select the data fields you wish to include
3. Choose the export format (CSV, Excel, PDF)
4. Apply any filters to limit the export to specific persons
5. Click “Generate Export” to download the file

How do I manage skill sets for persons?

1. Navigate to the Person Details page
2. Select the “Skills” tab
3. Click “Add Skill” to associate a new skill
4. For each skill, you can set a proficiency level and certification status
5. You can also add documents or notes related to each skill
6. Click “Save” to update the skill information

How can I find all persons with a specific skill or qualification?

1. From the Person Dashboard, open the Advanced Filters
2. Select “Skills” from the filter categories
3. Choose the specific skill or qualification
4. Optionally, specify a minimum proficiency level
5. Apply the filter to see matching results