Manage External Workforce Users App

Getting Started

Log into myOhio or ohid.ohio.gov and navigate to My Sites & Applications. 

Launch the Manage External Workforce User application from the OH|ID App Store.

Don’t see this application? A supervisor can request access by submitting a ticket for InnovateOhio Platform (IOP) through the Customer Service Center (CSC).

Select the action you want: Create, Deactivate, or Modify.

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Create a New External Workforce User Account

Complete the "Mandatory User Information" fields, all marked with an asterisk (*). Click Next.

Complete mandatory "Work Information" fields. Click Submit.

Note: Fields with an asterisk (*) are mandatory. Agency and Sponsor fields are automatically pre-filled based on your information (if you are creating the new 5x account). 

Once you create the External Workforce User, you will see a confirmation message on screen. The External Workforce User’s temporary password will be sent to the “Sponsor” and the “Reports To” manager in an Account Created email (sample below).

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Modify an Existing External Worker Account

Search for an External Workforce User account

Type the External worker’s first or last name or OH|ID Workforce User ID into the search bar.

Click the search filter dropdown and select the corresponding option.

Click the search icon (magnifying glass) to submit.

Scan the search results and select the radio button to the left of the External Workforce user you wish to modify and click Submit.

Click Confirm in the pop-up window (or click the X to return to search results).

Make the changes you need to make and then click Submit to save. 

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Deactivating an External Worker Account

Search for an External Workforce User account

Type the External Worker’s first or last name or OH|ID Workforce User ID into the search bar.

Click the search filter dropdown and select the corresponding option.

Click the search icon (magnifying glass) to submit.

Scan the search results and select the radio button to the left of the External Workforce user you wish to modify and click Submit.

Click Confirm in the pop-up window (or click the X to return to search results).

The dropdown menu to the under the “Rehire?” category will reveal two options. Choose the appropriate response. 

• The default selection is “Eligible for Rehire” if not action is taken here.
• The “Reason” field (to the left) will be auto-populated based on your previous selection (either “None” or “Not in Good Standing”)

Click Submit. You’ll receive a confirmation.

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Appendix: Field Descriptions

Field descriptions for the account creation and account modification screens.

Field Name	Mandatory	Field Attributes	Description	Best Practices
User Type	Y	N/A		Default Value
First Name	Y	Min: 2 characters Max: 30 characters A - Z
Middle Name		Min: 1 characters Max: 30 characters A - Z
Last Name	Y	Min: 2 characters Max: 30 characters A - Z
Suffix		Maximum: 5 alphanumeric characters
Non-State Email	Y	Maximum: 256 characters	This may be a personal or vendor email address but should not be a State of Ohio email address.
Confirmation of non-state email	Y	Maximum: 256 characters	This may be a personal or vendor email address but should not be a State of Ohio email address.	Must match address in previous field.
Phone Number	Y	Numeric:  10 digits
Cell Phone		Numeric: 10 digits		Recommended
Last 4 of SSN / PIN		Numeric:  4 digits	Last four (4) digits of Contractor’s SSN
Date of Birth		Numeric – 8 formatted	Contractor’s date of birth.
Address1	Y	Min: 2 characters Max: 30 characters
Address2		Min: 2 characters Max: 30 characters
City	Y	Min: 2 characters Max: 47 characters
State	Y	Drop Down		Choose state
Postal Code	Y	Numeric – 5 digits
Category		Drop Down
County/Building		Min: 2 characters Max: 30 characters
Site/Office		Min: 2 characters Max: 30 characters
County/Agency/Bureau		Min: 2 characters Max: 30 characters
Position Number		Min: 2 characters Max: 30 characters
Job Code		Min: 2 characters Max: 30 characters
Location Code		Min: 2 characters Max: 30 characters
Location		Min: 2 characters Max: 30 characters
Agency	Y	Pre-filled data
Department ID	Y	Pre-filled data
PO Number		Min: 2 characters Max: 30 characters		Non-DAS agencies may use this field to record data not listed elsewhere
Sponsor	Y	Pre-filled data	Auto-populated based on the Sponsor ID#. Read-only field.
Report To	Y	Workforce User ID	Searchable field that auto-populates a list of possible name matches. Select the “Reports To” manager from the list that appears.
Start Date	Y	Numeric: 10 digits	Use External Workforce User’s first date of employment, if known. If unknown, use today’s date.
End Date	Y	Numeric: 10 digits		Use the External Worker’s last date, if known. If unknown, use end of fiscal or calendar year ex: 06/30/2020). Please note, there is no account impact when the end date passes.