Note: The following instructions are for viewing and adjusting a group of users by utilizing the View/Adjust Users option; if desired, an individual user can be changed within the User Security option. Only supervisors and Web Link administrators can access the User Security option, and a Web Link administrator can only complete adjustment items that pertain to the Web Link module.
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 View/Adjust Users.
At the View/Adjust Users screen, enter the option by which to view and adjust users (Account Groups, Approval Trees, Clear All Fixed Asset Inventory Rooms, Employee Groups, Module, Report, Ship To Addresses, or Vendor Groups) in the Adjust By field, or click the down-arrow button to select the correct one. To view and adjust rights for users to access a module or a specific screen or option within a module, enter Module. To view and adjust rights for users to access a specific report or all reports within a module, enter Report. To view and adjust users to be assigned a specific account group, enter Account Groups. To view and adjust users to be assigned a specific approval tree, enter Approval Trees. To view and adjust users to be assigned a specific employee group, enter Employee Groups. To view and adjust users to be assigned a specific ship to address, enter Ship To Addresses. To view and adjust users to be assigned a specific vendor group, enter Vendor Groups. To remove the rooms for which users are responsible for completing the inventory (only applicable if your organization has licensed the Fixed Asset Inventory and Web Link modules), enter Clear All Fixed Asset Inventory Rooms.
If Module is specified in the Adjust By field, complete the Module field with the desired module for which to view and adjust the rights for the users to access, or click the down-arrow button to select the correct one. Only the modules the organization has licensed can be entered into the Module field. (Note: If a Web Link administrator is completing the View/Adjust Users option, only Web Link can be entered in this field.)
To adjust the overall rights to the module, only complete the Module field and leave the Screen, Options, and Tabs and Form Controls fields blank.
To adjust the rights for a specific option (screen) within the designated module, if desired, complete the Screen field with the desired option for which to adjust the users access, or click the down-arrow button to select the correct one; then leave the Options and Tabs and Form Controls fields blank.
Note: If Report Writer is specified in the Module field, the Screen field is disabled, but the View Group Name field is enabled; if applicable, enter the desired group of reports (view group) for which to adjust the users access within the Report Writer module in the View Group Name field, or click the down-arrow button to select the correct one.
If applicable, to adjust the rights for a specific option accessed within the designated option (as specified in the Screen field), a form control for the designated option, or a specific screen (tab) in the designated option if it has multiple screens (such as the Employee File), if desired, complete the Options field or the Tabs and Form Controls field with the desired option, form control, or tab for which to adjust the users access, or click the down-arrow button to select the correct one.
In the New Permission field, enter the permission rights to view and adjust, or click the down-arrow button to select the correct one. Depending on which module, screen, or option being adjusted, the available rights include Batch Entry Access, Full Access, No Access, Read Only Access, and/or Requisition Access.
If Report is specified in the Adjust By field, complete the Module field with the desired module for which to view and adjust the rights for the users to access reports, or click the down-arrow button to select the correct one. Only the modules the organization has licensed can be entered into the Module field. (Note: If a Web Link administrator is completing the View/Adjust Users option, only Web Link can be entered in this field.)
To adjust the overall rights for all reports within a module, just complete the Module field and leave the Report field blank.
To adjust the rights for a specific report within the designated module, if desired, complete the Report field with the desired report for which to adjust the users access, or click the down-arrow button to select the correct one.
Note: If Web Link is specified in the Module field, the Report field is required, as there is not an overall setting for reports in Web Link and instead the rights must be set for each individual report.
In the New Permission field, enter the permission rights to view and adjust (Full Access or No Access), or click the down-arrow button to select the correct one.
Note: If Web Link is specified in the Module field, the New Permission field is disabled as it is not applicable.
If Approval Trees, Ship To Addresses, or Vendor Groups is specified in the Adjust By field, complete the ID field with the desired approval tree ID, ship to address ID, or vendor group ID for which to adjust for users, or click the down-arrow button to select the correct one.
If Account Groups is specified in the Adjust By field, complete the ID field with the desired account group ID for which to adjust for users, or click the down-arrow button to select the correct one; then enter the appropriate usage for the account group to view and adjust (AP & WL Data Entry, GL & WL Data Entry, or Web Link Reports) in the New Permission field or click the down-arrow button to select the correct one.
If Employee Groups is specified in the Adjust By field, complete the ID field with the desired employee group ID for which to adjust for users, or click the down-arrow button to select the correct one; then enter the appropriate usage for the employee group (PR WL Reports, HR WL Reports, NG WL Reports, or WL Leave Request Entry) in the New Permission field or click the down-arrow button to select the correct one.
If Clear All Fixed Asset Inventory Rooms is specified in the Adjust By field, no additional fields need to be completed.
Click the Display button.
All the active users appear in the User Permissions List on the bottom half of the screen. For each user, the ID, name, and current settings for the specified item (except if clearing the Fixed Asset Inventory rooms) display. If desired, change the filters to modify the users displayed here.
Select the employees to adjust by clicking the box in 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 User Permissions List. If adjusting users by module or report (except if adjusting by report for the Web Link module), select the employees to have their permission updated to the specified rights (as entered in the New Permission field). If adjusting users by account groups, approval trees, employee groups, ship to addresses, or vendor groups, or for a Web Link report, select the employees who should have rights to the specified item and unselect the employees who should not have rights to the specified item. If adjusting users to clear all fixed asset inventory rooms, select the employees to clear the rooms for which they are responsible for completing the inventory.
Note: When adjusting users by module or report (except if adjusting by report for the Web Link module), the users who currently have the same permission as the permission rights specified to be adjusted in the New Permission field will be selected by default and cannot be changed (for example, if Full Access is specified in the New Permission field when adjusting by module, those users who currently have Full Access permission will automatically be selected and cannot be changed); if needed, to change the rights for those users (for example, so they no longer have permission to an option), complete an adjustment and select No Access in the New Permission field and then select to adjust those users. When adjusting users by approval trees, ship to addresses, or vendor groups, or for a Web Link report, the users who currently have permission to the specified item will be selected by default and can be changed as needed. When adjusting users by account groups or employee groups, the users who currently have the permission rights specified to be adjusted in the New Permission field will be selected by default and can be changed as needed.
Tip: Users defined as supervisors will be selected by default when adjusting users by module or report (except if adjusting by report for the Web Link module) and cannot be changed since supervisors have full access to all modules, options, and reports.
Click the Execute button to adjust the selected users.
After the process is completed, the system will display a message in the status bar.