Access/Account Setup

To gain access to CORE, you'll need to speak to your department-appointed CORE security administrator to create a UDOC requesting CORE access on your behalf.  If you do not know who that person is, you will want to speak to your supervisor.

You can also review the CORE Access Policy on the Security and Workflow Policies page.

If you are a Security Administrator, you will be able to setup, update/modify, and/or disable a user in CORE. To locate instructions, you will want to visit the Security and Workflow page. 

All CORE Environments timeout after 60 minutes of inactivity and require the user to enter their password again to access the system.

When your CORE access has been created for you, and approved, you will receive an email notification providing your CORE User ID and password. 

The level of approvals that are needed for a UDOC will depend on the security roles that have been assigned to the CORE User. For specific questions on your UDOC processing, see your CORE Security Administrator.

To determine why your UDOC was rejected, you will want to look at the Transaction Comments for the UDOC.  Once you have read through the comments, you will want to follow the instructions that were left and then resubmit your UDOC. 

A completed Statement of Agreement must be attached to a UDOC when the user is:

• A new CORE user

• CORE user who has transferred from a different cabinet or department, not under the purview of the new department security administrator.

No, you will want to speak to your department-appointed CORE Security Administrator. If you do not know who this person is, you will want to speak to your supervisor or department controller.

You will want to have your CORE User ID changed. Also, if you have updated your email address, you will want to update that in CORE, as well.

Users are permitted to change their User ID when they have completed a name change with their Human Resources Department. If you have had a name change with your Human Resources Department, you will need to speak to your department-appointed CORE Security Administrator to have your CORE User ID changed. If you do not know who this person is, you will need to speak to your supervisor or department controller.

Yes, the CORE URL is case-sensitive. If you enter the URL in all lowercase, you will receive a maintenance error message. It is recommended that you bookmark the CORE URL.

If you do not know the CORE URL, please contact the CORE Help Desk at core.help@state.co.us.

No, you will not submit a change order. Instead, you will want to complete a UDOC to disable CORE access. For instructions on how to disable a user, visit the Security and Workflow page.

Typically, your CORE Security Administrator is your departmental Controller. You may also run a report in infoAdvantage that will identify your CORE Security Administrator. 

For additional information, and instructions, visit the How to Identify Department Appointed CORE Security Administrator Job Aid that is on the Security and Workflow page.

Usually, this happens when a CORE User has transferred from one State Department to another. If you have transferred recently to a new State Department, you will want to contact your department-appointed CORE Security Administrator. If you do not know who this person is, you will want to speak with your supervisor or department controller.

If the CORE User will be transferring from your department to another Cabinet, you will want to speak to your department-appointed CORE Security Administrator to have their CORE access disabled.  If you do not know who this person is, you will want to speak to your supervisor or department controller. 

If you are the department-appointed CORE Security Administrator, you will want to complete a UDOC to disable a User. 

No. If a user is moving within the same Cabinet, you will only need to create a modified UDOC that will switch the Department field within the Home Organization tab in the Header section of the UDOC.  Use the infoAdvantage Reports SEC-008 and SEC-009, located in the Statewide Security and Workflow folder, to review the user's Foreign Org, Security Role, and Workflow Role assignments in case any need to be modified as a result of the department change. 

If the Unit field has been added to a UDOC, and the Unit is not correct, you need to create a new UDOC with the correct Unit. You can do a quick search for Units within your Department by typing UNIT into the global search field and searching for your department and year. However, the best course to correct the Unit is to disable the user and create a new User ID as the Unit field cannot be cleared and should be left blank in future UDOCs. 

If the Division field has been added to a UDOC, and the Division is not correct, you need to create a new UDOC with the correct Division. You will want to ensure that you look at the DIV table to ensure that the Division code can be used within the UDOC. You can do a quick search for these values by typing DIV into the global search field and searching for your department and year.

Yes, CORE does distinguish between upper and lower-case User IDs.  Per policy, upper-case letters should NEVER be used. 

If a User ID is accidentally created with all/any UPPER CASE letters,  a UDOC will need to be entered to disable the upper case user ID and a new UDOC will need to be entered to correct the CORE User ID to all lower case with a unique, sequential numerical suffix.

Example: To correct the User ID A.MACGYVER, a new UDOC will need to be created using a.macgyver1 as the User ID.

No. An auditor can use a valid business audit email. Typically the entities doing audits of agencies in CORE are other state/gov entities, and so their email credentials reflect this.  Agencies may also contract for third-party auditor services; however, and in these cases, the auditors should be entered with their relevant business-related auditor email address. Their department code must be the agency under which they are completing their auditing services. In all circumstances, the Controller for each agency is accountable for periodic review and attestation of all user access for their Department, including for auditors.

NOTE: It is best practice to type in Auditor into the Locality field on the Header of the UDOC unless they are a state employee, in which case use their EID. 

The word "Auditor," unless the auditor is a state employee, in which case use their EID.

If you have an employee who has transferred to your Department, contact your CORE Security Administrator as soon as possible. If you do not know who this person is, check with your supervisor or department controller.

If you are the department-appointed CORE Security Administrator, you will want to complete a UDOC to Modify a User.

1. If the employee is coming from another Cabinet:

• A new Statement of Agreement is required and must be attached to the new UDOC.

• The user's account should have been disabled in CORE by their previous Security Administrator.

• The gaining Security Administrator should use the CORE Transaction Catalog to ensure the employee's previous "Disable" UDOC has been finalized before initiating a new UDOC to reactivate this user. 

Note: If the user's account has not been disabled, or if the user's UDOC is not yet Final, reach out to the employee's previous Security Administrator and request they resolve the situation.

2. If an employee is simply being transferred within the same Cabinet, their account will not need to be disabled, only Modified.

3. See the relevant Security & Workflow Job Aids for instructions on disabling a user and modifying or reactivating a user in CORE.

Because CORE does distinguish between upper and lower-case characters User IDs and so disables accounts using the exact same letters as duplicates.  Per policy, upper-case letters should NEVER be used. 

If a User ID is accidentally created with all/any UPPER CASE letters,  a UDOC will need to be entered to disable the upper case user ID and a new UDOC will need to be entered to correct the CORE User ID to all lower case with a unique, sequential numerical suffix.

Example: To correct the User ID A.MACGYVER, a new UDOC will need to be created using a.macgyver1 as the User ID.

If you need to change the order of your worklists, it will require a Modify UDOC to change the Sequence of the Worklist order.  Unlike the Security Role Preference (which cannot be changed), the Display Sequence Number can be re-used to update the order.