Security Conversion Utility

The Action Bar in the Users page includes the Convert Security item. This item displays the Security Conversion Utility page, which you can use to synchronize users' Windows login IDs with their PowerSchool ERP user IDs.

The Security Conversion Utility page lets you work with data in the User ID Crosswalk table. You can view records already in the table, run the security conversion utility for crosswalk records as needed, and make changes to individual crosswalk records when appropriate.

Menu Path: System Administration > Administration > Security > Users > click Convert Security

Do not run the conversion utility more than one time for any individual user. The only exception is if the user's PowerSchool ERP ID or Windows login name has changed.

User ID Crosswalk Table

The User ID Crosswalk table associates a person's PowerSchool ERP user ID with his or her Windows login name. This allows the person to access the software with same login name he or she uses to log into the Windows operating system.

The user needs to have a valid Windows login, a database login (for SQL servers), and a record in Security's Users table if you want him or her set up in the crosswalk table as well. Following are some basic guidelines on creating crosswalk records:

• If you already have your Users table set up, you can run the Security System's database update program, which loads crosswalk records when the system finds users meeting the appropriate criteria. The update program is run when you install PowerSchool ERP to build the crosswalk table into your database.
• You can enter additional users into the crosswalk table when you create new Users records. To do so, enter the appropriate Windows domain, and then assign the user's Windows login ID.
  Once records are in the crosswalk table, you will use the Security Conversion Utility page's Convert Security item to synchronize pages and PowerSchool ERP IDs for each user so that:
• Users can enter their Windows login for operating system and PowerSchool ERP access.
• The system recognizes the user's Windows login without case sensitivity, which means an ID of FrostMar could be entered and accepted as FROSTMAR or frostmar, among other variations.
• The system can translate the Windows login into the appropriate PowerSchool ERP ID for the purpose of applying security resources and user views.
  For details, refer to the following Procedures section.
  Two situations are covered for synchronizing your users' Windows login names with their PowerSchool ERP user IDs: initial User ID Crosswalk table setup with the Convert Security item and crosswalk information updates for existing users.
  Before using the security conversion utility, keep the following cautions in mind:
• You should never use the Convert Security item more than once for the same user. Only repeat security conversion processing for a user if there was a change to his or her Windows domain or login name.
• Make sure users are logged out of PowerSchool ERP before processing security login conversions for their accounts.

Synchronize User IDs for Existing Users

Three basic actions are required to enable PowerSchool ERP user IDs to work together with employees' Windows login IDs: the User ID Crosswalk table needs to be created, crosswalk records need to be added for the appropriate users, and the security conversion utility must be run for those users.

1. Make sure you have the appropriate records set up in the Security Users (sectb_user) table and that these users have valid operating system and database logins.
2. Run the Security System's database update program when you are installing your PowerSchool ERP software. This update is performed in cooperation with PowerSchool.
   • The program builds the User ID Crosswalk table.
   • For users with the correct setup in place, the program automatically adds User ID Crosswalk records.
   • For users that were not added automatically, you can create crosswalk records by adding the appropriate Users Table records.
3. Select System Administration > Administration > Security > Users, and then click Convert Security.
4. Search for and list the records in the User ID Crosswalk table.
5. Review the domain names and Windows login IDs for the listed users. If needed, make changes to this information for the appropriate users following the Update procedure provided later in this section. Return to the listed records when you finish updating.
6. With the crosswalk records listed in the Security Conversion Utility page, click the Convert Security item.
7. In the Confirmation, acknowledge that you are abiding by the following cautions:
   
   • You are not performing the conversion to any user account for the second time. This can cause problems unless a change to the user's crosswalk information necessitates repeating the conversion processing for that user's account.
   • You made sure the listed users are logged out of PowerSchool ERP.
     Click Yes if these conditions are met.
8. The system processes the security conversion. If errors are encountered, the Process Status displays, listing the errors and PowerSchool ERP user ID's of the accounts that could not be converted.

Update User ID Crosswalk Table records

If a user's Windows domain or login ID changes, you need to update the appropriate crosswalk table record with the new information. Then, you need to run the security conversion utility for the updated user account to synchronize PowerSchool ERP and Windows user IDs and to enable correct application of Security Resources and User Views.

1. Select System Administration > Administration > Security > Users > Convert Security to display the Security Conversion Utility page. List the accounts that need to be updated. List only the accounts you need to change.
2. Select the first listed record, and then click OK.
3. Make the appropriate changes to the user's crosswalk record.
4. Keep the Continuous checkbox selected.
5. Click OK.
6. Follow Steps 3 to 5 until you changed the users' crosswalk information.
7. In the List section, review the listed records to make sure the information is correct and that you have the correct users listed.
8. Remember, you should not repeat security conversion processing for an account that is working properly and required no changes to its crosswalk record.
9. Click the Convert Security item.
10. In the Confirmation, acknowledge that you are abiding by the following cautions:
    • You are not performing an unnecessary conversion for any users.
    • You made sure the listed users are logged out of PowerSchool ERP.
11. Click Yes if these conditions are met.
12. The system processes the security conversion. If a user's account was not successfully processed, an error page lists the account's PowerSchool ERP user ID.

Fields

The Security Conversion Utility page’s User Login Data section includes the following fields. For the steps to follow in changing this information, refer to the procedure on Updating User ID Crosswalk Table Records.