User Access

Use this page to display, print, add, or delete the resources assigned to a specific user that provide access to functions within the system.

• You must have database administrator privileges defined in your Users record to make changes to User Access records.
• The User Access page only lists resources assigned at the individual user level. Resources assigned through Roles do not appear in a user's resource list on this page.

Menu Path

From the System Administration menu, select Administration. From the Security menu, select User Access.

Action Bar Items

The User Access page's Action Bar displays the following items:

Item	Description
Purchasing Defaults	Displays the Purchasing Defaults page. On this page, you can review and print the approval groups and shipping codes the user can access when entering or changing requisitions and purchase orders. You can also change the user's default approval group and ship code.
Forms Manager Defaults	Displays the Forms Manager Defaults page. On this page, you can review and print the default check and purchase order formats the user can access when processing payments and printing purchase orders. You can also change the user's default formats.
Copy	Displays the Copy Resources page for copying resources from one user to another. For more information, refer to Copy Resources to Security Record.
Delete All	Enables you to delete all resources assigned to the user selected. For more information, refer to Delete Resources from Security Record. This field appears after you select a user.

Add Resources to Security Record

1. On the User Access page, use one of the following methods to display a user's resources:
   • Enter a User ID and click Search.
   • Click the Browse button and select a user.
2. Click Add New to display the Resource Lookup page.
3. In the Search Criteria section, enter criteria in the following fields to identify the security resources you want to add:
   • Resource
   • Package

   • Subpackage

   • Description
     

     

     You can enter specific codes in these fields or use query symbols to reference multiple codes, for example, 100|225|350.
4. Click Search to display the search results on the Resource Selection page.
5. Select resources.
   • Hold CTRL on the keyboard to select multiple resources, then select each resource you want to add.
   • Hold Shift on the keyboard to select a range of resources, select the first resource in the range, then click the last resource in the range.
6. Click OK to return to the User Access page.
7. Review the resources listed. To delete a resource, refer to Delete Resources from Security Record.
8. Click OK.
9. Click Yes to confirm.

Copy Resources to Security Record

1. On the User Access page, click Copy. This option only appears before you select a user.
2. In the From section, enter the User ID of the user whose security records you are copying, and then press Tab on your keyboard to access the To section.
   • The Resources field in the From section will display the number of security resources associated with the user.
3. In the To section, enter the User ID for the user whose security should match the From user selected.
   • The Resources field in the To section will display the number of resources currently assigned to the user.
4. Select one or more of the desired checkboxes in the From section if you also want to copy the initial user's settings.
5. Click OK.
6. Click Yes to confirm. The system displays a message indicating how many resources were copied. The system will overwrite existing records with those being copied.
7. To copy resources to another user's security record, repeat the previous steps on the Copy Resources page. To return to the User Access page, click Back.

Delete Resources from Security Record

1. On the User Access page, enter a User ID and click Search, or use the Browse button to select a user to review existing resources.
2. Select a resource, then click Delete. To remove all the resources, click Delete All.

3. Click OK.

   

   To exit without saving changes, click Back.

4. Click Yes to confirm.

Generate Security Access List for Single User

1. On the User Access page, enter a User ID and click Search, or use the Browse button to select a user to review existing resources.
2. Click Print.
3. In the Print window, specify how to generate the report and click OK. The default file name is access.rpt.

Generate the Security Access List for Multiple Users

If you do not enter a specific User ID before you click Print, a Report Criteria page appears. The criteria offers more flexible options for the report.

1. On the User Access page, without entering a User ID, click Print.

2. In the Report Criteria section, enter criteria to identify the records to include, then click OK.
   Examples:

   Report Information	Report Criteria
   All users and all of their resources	Leave all fields blank.
   Multiple specific users and all of their resources	Enter User IDs separated by the | (pipe) symbol, for example, USER1|USER2|USER3. Leave other fields blank.
   All users assigned specific packages, subpackages, or resources	Leave the User ID field blank. Enter one or more criteria in the Package, Subpackage, or Resource field. Separate multiple entries in a single field with the | (pipe) symbol.

3. Click OK.
4. In the Print window, specify how to generate the report and click OK. The default file name is access.rpt.

Field Descriptions