Steps for Users to Change Password (from
within the School Accounting System)Note: The Add Employees as Web Link Users option is only available if the organization has licensed the Web Link module. Also, only supervisors or Web Link administrators can access the Add Employees as Web Link Users option from within the User Security option.
From the School Accounting System screen, click the User Controls button and then select User Security.
At the User Security screen, select the Options menu and then Add Employees as Web Link Users.
At the Add Employees as Web Link Users screen, click each of the tabs on the top half of the screen and make a selection.
Note: At least one selection must be made on each tab before the option can be completed.
Click the Web Link Options tab and select the options in Web Link for which to give access to the new users by clicking the box for the Selected column to the left of each desired option. If the new users will not have access to any of the options in the list (for example, if the new users will only have rights to generate reports), select the No Selections Needed field located above the Web Link Options List. A checkmark will appear in the box if the option or field is selected.
Click the Web Link Reports tab and select the reports for which to give access to the new users in Web Link by clicking the box for the Selected column to the left of each desired report. If the new users will not have access to any of the reports in Web Link, select the No Selections Needed field located above the Web Link Reports List. A checkmark will appear in the box if the report or field is selected.
Click the Account Groups tab and select the account groups for which to assign to the new users by selecting the applicable usages for each account group (AP & WL Data Entry, GL & WL Data Entry, and Web Link Reports). If the new users will not be tied to any account groups (for example, if the new users will be able to utilize all account numbers), select the No Selections Needed field located above the Accounts Groups List. A checkmark will appear in the box if the usage or field is selected.
Click the Vendor Groups tab and select which vendors in designated vendor groups to assign to the new users by clicking the box for the Selected column to the left of each desired vendor group. If the new users will not be tied to any of the vendor groups (for example, if the new users will be able to utilize all vendors), select the No Selections Needed field located above the Vendor Groups List. A checkmark will appear in the box if the vendor group or field is selected.
Click the Ship To Addresses tab and select the ship to addresses to assign to the new users by clicking the box for the Selected column to the left of each desired ship to address. If the new users will not be tied to any of the ship to addresses (for example, if the new users will be able to utilize all ship to addresses, or ship to addresses are not used), select the No Selections Needed field located above the Ship To Addresses List. A checkmark will appear in the box if the ship to address or field is selected.
Click the Approval Trees tab and select the approval trees for which to assign to the new users by clicking the box for the Selected column to the left of each desired approval tree. If the new users will not be tied to any approval trees (for example, if the Allow Override of Approval Tree field in the Requisition Options option is selected so the users can select any approval tree as needed), select the No Selections Needed field located above the Approval Trees List. A checkmark will appear in the box if the approval tree or field is selected.
Click the Employee Groups tab and select the employee groups for which to assign to the new users by selecting the applicable usages for each employee group (PR WL Reports, HR WL Reports, NG WL Reports, and/or WL Leave Request Entry). If the new users will not be tied to any employee groups (for example, if the new users will be able to only print employee reports for themselves and enter leave requests for only themselves), select the No Selections Needed field located above the Employee Groups List. A checkmark will appear in the box if the field is selected.
Note: The System Group field indicates if the employee group is the standard one defined for all employees; the field cannot be changed.
All the active employees who are not yet set up as a user (based on the designated Employee ID for a user) appear in the Employee Selection List. Select the employees for which to add as users by clicking the box for the Selected column to the left of the desired employee. A checkmark will appear in the box if the employee is selected. To select all the employees listed on the screen, click the Select All button located above the Employee Selection List. If desired, change the filters to modify the employees displayed here.
Note: If an employee displays here with a User ID, the specified, existing user will be updated instead of the system creating a new one for the employee.
Click the Execute button to add the users as specified.
When prompted to continue, click Yes.
When adding employees as new users, the User ID for the new user will be the same as the Employee ID defined in the Employee File, and the password will be the last four digits of the employee's social security number (if a social security number is not entered in the Employee File for an employee, the password will be the user ID).
Note: If desired, a user is able to change his/her password after logging into the School Accounting System or the Web Link module (if applicable), or a supervisor or Web Link administrator can reset a user's password if needed. If the password does not meet the complexity as defined on the Password Policy screen in the System File, a user will be forced to change the password after initially logging in.
Steps for Users to Change Password (from
within the School Accounting System)
Steps
for Supervisors or Web Link Administrators to Reset User Password
If desired, make any changes to the new users within the User Security option.
Note: When adding employees as users, the users will only get access to Web Link; all other modules, including the SAS Main Screen, will be set to No Access.