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This activity allows you to define all the reimbursement items or groups that a specific user and role can access.
Prerequisite: You can select a user-role combination from the list of user-roles for which permissions were set during deployment. The objective of the Set User Security Permission activity, therefore, is to ensure that security for the item or group is foolproof, across components and contexts. See the implication of security, for more details.
At the outset, you are to choose the user and role for which permissions to the item or group must be set. You can then request the system to show you the complete list of reimbursement items or groups for which permission has been already set for this user role. From this list, you can decide on the users for whom permission can be set for the item or group.
Setting Item or Group Permission: Setting reimbursement item or group permissions for a user refers to
ˇ Setting permission for reimbursement groups
ˇ Setting permission for a reimbursement item
ˇ Revoking permission for a reimbursement group. Revoking refers to closing a user’s permission by entering the end date of the permission. For example, a user mapping record could be as follows: user_Clintwood–hruser_role - Effective from 01 January 2002 – Effective to 14 May 2002. This implies the user permission is revoked from 15 May 2002.
ˇ Revoking permission for reimbursement items
ˇ Deleting the reimbursement item or group record from the user’s list of items/groups. Deleting refers to removing the user’s permission from the database. You cannot delete a user’s permission if he or she has accessed the reimbursement item or group even a single time.
Note: Although both revoking a user’s permission and deleting the reimbursement item / group record mean the same, deleting is normally carried out when the user is no longer on the company’s records. In the example above, the entire record Clintwood–hruser_role - Effective from 01 January 2002 – Effective to 14 May 2002 is removed from the database. Revoking a user’s permission serves to create an audit trail.
For every reimbursement item or group for which the user’s access is set, you are to specify the period for which the access to the reimbursement group or item is effective. Setting access collectively implies adding, editing, viewing, authorizing and unauthorizing.
Item overriding group security: The setting or revoking of a user’s permission for a reimbursement item will override the setting or revoking of the user’s permission for a reimbursement group.
Implication: Subsequently, a user will require security to be set for a given reimbursement item or group, to carry out any of the following:
ˇ Create or edit the reimbursement item or group details. Example: The user permission for the reimbursement item “Hospitalization” has been set only for Jack Clintwood. When another employee enters the “Map Reimbursement Item to Groups” activity, the reimbursement item “Hospitalization” will not be listed for mapping.
ˇ View the reimbursement item or group details
ˇ Authorize or unauthorize any activity in which the reimbursement item or group must be retrieved.
ˇ Retrieve the reimbursement item or group details from any other Create or Edit activity to which he or she has access. Example: The user Jack Reynolds can access the “Edit Reimbursement Calendar” activity; however, the system will not display reimbursement items in the multiline of the “Edit Reimbursement Calendar” activity, unless his permission is set for each reimbursement item as well
ˇ View the reimbursement item or group details from any other activity to which he or she has access. Example: Jack Reynolds can enter the “View Reimbursement Calendar” page because his permission has been set for this activity. However, the multiline will display only the reimbursement items for which Jack Reynolds has permission.
ˇ Select any record where he or she specified the reimbursement item or group as the search criteria based upon which the record must be retrieved.
Getting familiar with the pages inside
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Go to page… |
…to carry out task |
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Select User Name |
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Set User Permission |
Each of these tasks is described in the following sections.
Definition of the User Names along with their Roles
Definition of the Reimbursement groups
Definition of the Reimbursement Items
What can you do in this activity?
Select a User
Set user permission
Overriding user’s permission for a reimbursement group