Users | PowerSchool ERP

Use this page to add, update, delete, and print employees' security records.

When you add a record, you can copy security resources and views from an existing user record into the one you create. If you choose not to copy resources and views, the user will not have any security privileges. You can add the information using the Grant/Revoke and User Views items in the Action Bar or with the following Security tables:

You can set up user records so users can access the software using their Windows login IDs with the Security Conversion Utility.

To generate the Security User List, click Print on the Users page's toolbar. The report's default file name is user.rpt.

To work with records in the Users table, your record must have its DB Administrator field selected.

From the System Administration menu, select Administration. From the Security menu, select Users.

Action bar items

The Action Bar displays the following items after you run a search to generate a list of users. In addition, some options appear before running a search.

Item	Description
Grant/Revoke	Displays the User Access page for the selected user. On this page, you can view, add, print, and delete security resources associated with the user.
Purchasing Defaults	Displays the Purchasing Defaults page for the selected user. On this page, you can review the default 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 for the selected user. On this page, you can assign forms that the user should have access to for purchase orders or checks.
Sponsor Resources	This page, used with the Student Activities module, is for setting up Activity Sponsors. This page is also accessible through the Student Activities module under the Reference Tables list.
User Views	Displays the User Views page for the selected user. This page shows the Fund Accounting and Budget Preparation records the user can access in the Organization Chart, Account List, and Project List tables. You can add view information for one of these tables, update existing user view settings, or delete views for a specific table.
Print User Roles	Generates the User Roles report, listing each role a user is associated with and its status. The default file name is UserRoles.rpt.
Print User Permissions	Generates the User Permissions report, which lists each security resource Package and Sub-package associated with a user. The default file name is UserPerms.rpt.
Convert Security	Synchronizes users' Windows login credentials with their application user IDs. The conversion utility lets people use the same username for Windows login and application access.

Add a User Record

Select Add New.
In the User ID field, enter the user's login ID.
Define the user's Domain and Windows Login ID.
If applicable, enter the user's SSO Identifier and Consortium User Identifier. These are optional fields.
Enter the user's name in the Last Name and First Name fields.
Complete the page's additional fields.
Select the Continuous checkbox if you are adding a series of records. Otherwise, leave it unselected.
Click OK to view the Copy Resources and Views page.
Copy resources and views to duplicate security resources and settings from an existing user. Otherwise, if you do not want to duplicate, leave the User ID field blank, click Back to save the record, and return to the Users page.
- If you select the Continuous checkbox, the Users page's detail section refreshes, allowing you to add the next record. Repeat Steps 3-9, or click Back to return to the Search Criteria section.
- If the Continuous checkbox is not selected, you return to the Search Criteria section on the Users page.

Copy Resources and Views while Adding a User

The following procedure allows you to duplicate security resources from an existing user after adding a user record.

In the Copy Resources and Views page's User ID field, enter the login ID of the user whose information you want to copy.

After you enter the ID, the system displays the number of security resources and user view records associated with the user.
In the Copy field, select one of the following settings:
- Resources: Copies Security Resources from the existing user's record.
- Views: Copies User Views information from the existing user's record.
- Both: Copies both security resources and reference table view information.
Select the following checkboxes as needed:
- Copy Homepage: Copies the home page settings of the existing user.
- Copy Purchasing Defaults: Copies the existing user's approval group and ship code defaults.
- Copy Forms Manager Defaults: Copies the existing user's Forms Manager default settings
Click OK.
Click Yes to confirm.
Click Back to return to the Users page.
1. If the Continuous checkbox is selected, the system refreshes the Users page's detail section so you can add the next record. Repeat Steps 3-9 of the original procedure, or click Back to return to the Search Criteria section.
2. If the Continuous checkbox is not selected, you are redirected to the Search Criteria section of the User page.

Field Descriptions

User Information Tab

Users can view Purchasing Defaults, Forms Manager Defaults, and Sponsor Resources in the action bar if applicable to the database.

Field	Description	Required
User ID	Login ID the employee uses to sign in to the application. The limit is eight characters.	Yes
Domain	Domain name associated with the user's database login ID. The limit is 15 characters. Entries in this field and the Windows Login Name field create a record in the User ID Crosswalk table, allowing the user to use the same login ID to access both Windows and the application. The person identified in the User ID field must be set up as a Windows user and a database user before you can add them to the Users table. You cannot access this field when updating an existing user.	Yes
Windows Login Name	Windows login ID for the user. The limit is 256 characters. If the proper setup is in place, this ID lets the user log in to Windows, and the login carries over to the application. Entries in this field and the Domain field create a record in the User ID Crosswalk table, allowing the user to use the same login ID to access both Windows and the application. The person must be set up as a Windows user and a database user before you add them to the Users table. You cannot access this field when updating an existing user.	Yes
SSO Identifier	Used when the application is set up for Single Sign-On.	No
Consortium User Identifier	Provides user access to multiple district databases if the database is part of a consortium and the user is identified on the System IDP page.	No
Last Name	Employee's last name. The limit is 20 characters.	Yes
First Name	Employee's first name. The limit is 20 characters.	Yes
Location Access	Location codes this user is allowed to access. These codes define the user's access to attendance records, timecard information, and printers. The limit is 60 characters. You can enter a specific code, grant the user access to all locations by entering >=0, or indicate multiple codes using standard query symbols. For instance, if the user needs access to locations with codes 001, 002, and 003, you would enter 001\|002\|003.	Yes
Department Access	Department codes this user is allowed to access. This setting determines the user's access if you use department code security in the Employee Security Zone field on the Local System Options tab of the Human Resources Profile. You can enter a specific code, grant a user access to all departments by entering an asterisk, or indicate access to several departments. For example, if a user needs access to all department codes beginning with 12, enter 12*. If you need to grant a user access to several department codes, there is a unique convention you must use. For instance, you need to grant access to departments 1010, 2000, and 2020. To do so, you would make the following entry: [1,2]0[0,1,2]0. This entry indicates that the user can access any department with a 1 or 2 in the first position; a 0 in the second; a 0, 1, or 2 in the third; and a 0 in the fourth. This method grants access to the necessary departments, but remember that it will also grant access to other combinations of the above characters, such as 1000 or 1020.	No
DB Administrator	The setting determines whether the user has database administrator (DBA) privileges. Select the box to grant DBA privileges. Otherwise, leave the field blank. An employee with DBA privileges can perform the following actions: Export (backup) the database before processing month-end, calendar year-end, and fiscal year-end procedures. Access the User Views option in the Security menu for assigning reference table view information to a user record. Add other employees to the Users table and assign security resources to existing Users records.	No
E-Mail Address	The user's email address. If the user is linked to an employee record through the Employee Number field and that employee record has no email address on file, the system copies this value to the employee's Email field on the Employment tab of the Employee Information page when the user record is saved. The system does not overwrite an existing employee email address. The limit is 60 characters.	No
Employee Number	The employee’s identification (ID) number. Linking the user to an employee record allows the system to populate the employee's email address from the E-Mail Address field if the employee record has no email address on file.	No
Last Modified By	The user ID for the last person to save updates for a selected Users record. If a change was made, the system also displays the date and time it occurred. This field does not track changes made to a user's security resources and user views.	Read-only

Roles Tab

Users can view Purchasing Defaults, Forms Manager Defaults, Insert Row, Delete Row, and Sponsor Resources in the action bar if applicable to the database. You can use Insert Row and Delete Row for role assignments.

Field	Description
Role	Displays Roles assigned to the user.
Status	Displays the status of the role.

Permissions Tab

Users can view Purchasing Defaults, Forms Manager Defaults, and Sponsor Resources in the action bar if applicable to the database.

The Permissions tab on the Users page is read-only in edit mode. To modify user permissions, back out of edit mode, then click Grant/Revoke in the Action Bar to modify user permissions.

Field	Description
Package	The package description associated with the resource.
Subpackage	The subpackage description associated with the resource.
Resource	The resource code assigned to the user.
Description	The description associated with the resource.
Source	The source of the resource assigned to the user. User: The resource is assigned directly to the user on the User Access page. Role: The resource is accessed via a security role assigned to the user.

Dashboards Tab

When the Dashboards tab is displayed, the Action Bar displays Insert Row, Delete Row, Move Up, and Move Down. Use the Action Bar options to add, delete, or reorder the dashboards that appear when the user logs in to the application.