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BalanceTRAK > System Tools > User Management

JUMP TO: Profile Management

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KEY TOPICS:

  • How the User Management Module is Organized
  • Settings for Location Access
  • What Elements are Needed to Create a New User?
  • Add a New balanceTRAK User
  • ProfileActivate Tools
    • Edit(or theDeactivate) User'san Function and Data Profiles
    • Copy Profile toExisting User
    • Copy Profile from User
  • User List Tools
    • ViewFilter the User List
      • Include Inactive Users
      • Clear an Existing Filter
  • Search the balanceTRAK User List
  • UserEdit Accessan byExisting LocationUser's CodeRecord
    • AboutChange the LocationUser's CodeProfile
    • Assign/Remove(Administrators Userwith Accessspecific Codespermissions) byDelete an Existing User
    • View Administration Privileges
  • Import User Access to Append the User List

    • Administer User Credentials for balanceTRAK

    Note: The functions described in this article are for users with Administrative-level permissions; these functions may not display or be activatededitable in your organization's Implementation.environment. If you have questions regarding the functions available to you, please contact your system Administrator or Berkshire’s Product Support, as appropriate for your role and organization.

    YourThe organization’s User Management module houses a comprehensive User list, allowing the Administrator to review, update, and maintain user accounts for balanceTRAK. Your organization’s software Implementation comes preloaded with accounts for an initial group of users. If you are aan system Administrator at your organization,Administrator, you may add a new user or edit an existing user.user record.

    To access the User list and the accompanying tools, navigate totools:

    1. Click the software header and access >System Tools icon in BALANCEbTRAK's page header.
    2. From the drop-down menu, select the Security / User Management link.

    How the User Management Module is Organized

    The existing User list will appear in the left-hand column. (IfBy multipleselecting a line item here, the Administrator can review details for the highlighted user in the right-hand window.

    The User list, along with the bTRAK detail view (as described below), will display in the balanceWORKS > User Management productsenvironment.

    Every user will have the following tabs in the detail view:

    • User Info — The entry tab, containing Basic Information. (If the user is an Administrator, the tab will display activated permissions by software.)
    • Security — A tab for the Administrator to require the user to: Change Password on Logon. This is applicable for a new user or to allow an existing user to reset his or her Password.
    • bTRAK — A software-specific tab, comprised of menus for editing the current access assignments. (For subscribers to multiple balanceWORKS applications, a tab will respresent each product.)

    Quick Tip: While a Profile can be assigned to the user in User Management, the Profile's definition is controlled through: Profile Management.

    What Elements are installed,Needed to Create a sub-tabNew willUser?

    The representsoftware balanceTRAK.)user is defined by the following system entries:

    • Creating the user in the system, based on identifying information (i.e., Email, First Name, Last Name)
    • Activating the user in a software application
    • Assigning a software Profile to the user (e.g., Basic User – balanceTRAK)
    • (If multiple Locations) Designating the user's access by organizational unit (e.g., Baltimore, Engineering)

    Add a New balanceTRAK User

    From the upper toolbar onin the balanceTRAKleft sub-tab / Manage Users screen,column, click the [Add [Add]New] button to open the Add User menu:Info tab:

    1. Enter the Email (address) for each user to serve as the user’s login ID.

      2. Caution: Because the Email address identifies the user, only one user per email address can be added to the system.

    2. Enter the user’s First Name, Last Name, and (optional) Phone Number.Number/Extension.
    3. Check off whether to require: ChangeToggle Passwordthe onActive Firstbutton Logon.(at this time or later).
    4. Select a Function Profile and a Data Profile from Toggle the providedActivation drop-downs.Email
      (at this time or later).

      5. Quick Tip: If you are unsure about Profile selections, retain the defaults, and change them from the User list, after the user is added, as described below.

    Click [Save][Add] to add the user and return toappend the User list.

    Cross-reference: For a complete step-by-step guide, see the: Quick Start Guide for Setting up New balanceTRAK Users.

    Profile Tools

    Edit the User's Function and Data Profiles

    When a new user is added, Profiles are assigned at that time. To change the existing Function or Data Profile, click the Function Profile or Data Profile entry, and select another Profile from the drop-down. Click Save.

    Cross-reference: For more information on what Profiles are, see: Profile Management.

    Copy Profile to User

    First, locate the source user,list with the appropriatenew Profileuser.

    PROCEED settings,TO

    Deactivate (or Activate) an Existing User

    As a critical setting, the Active toggle switch turns on (or turns off) the user's access to log into a balanceTRAK or another balanceWORKS application.

    Accordingly, this setting is stored on the balanceTRAKUser Info tab for each user. Select the user from User list.list, Thennavigate to the bottom of the Basic Information menu, and change the setting. Click the [Save] button to apply.

    Quick Tip: Deactivation may be the only setting allowed for your organization. It may also be the preferred setting over permanently deleting the user, particularly for Administrators who manage access for multiple balanceWORKS applications.

    User List tools

    Filter the User List

    To review options and customize the User list view, click the Change [Copy to]Filters icon from the User list header.

    Navigate to the farbTRAK lefttab. of the entry.

    Using the displayed Select Users column, Then, check off one or more usersoptions who requirefrom the sameProfiles Profileand/or andLocations [Businessmenus. Unit] Code Access, movingApply the selection(s)action toby the Copy to Users column. Clickclicking the [Copy[Apply User Information]Filter] button, located below the right-hand column.

    If the selections are not satisfactory, you can [Remove] the selected user from the Copy to User column, or [Clear List].

    Copy Profile from User

    Starting from the balanceTRAK User list, click the [Copy from] icon to the left of the user record. The Copy and Add User menu will display.

    Enter the following for the new user, who will have the same settings as the selected user:

    • Email
    • Last Name
    • First Name
    • Change Password on First Logon

    Click {Save] to add the user to the User list.

    User List Tools

    View Inactive Users

    To view a complete list of balanceTRAK Users, check the box on the upper right, in the sub-tabupper header: Display Inactive Users.

    Cross-reference: Users are deactivated through the balanceWORKS tab.

    Filter the balanceTRAK User List

    Click the [Expand] icon to the right of the User Filter headertoolbar. Select one of the two bars for:

    • Function/Data Profiles
    • User Access

    Check the box for each Profile to display. You may also choose to show: Deactivated Users.

    Click [Apply Filter], a button located at the bottom of the menu. To return the User list to its full view, select [Clear Filter].

    User Access

    About the User Access Code

    [User Access/Business Unit]^ Codes are assigned in balanceTRAK to restrict access to information by organizational unit.

    ^An organization-specific label will appear in place of the brackets shown here (e.g., Division, Location).

    For each user, the Administrator can view and assign the appropriate level of access, relying on a set of organization-specific values, that may include letters, numbers, and/or abbreviations (e.g., "Oil & Energy" for a division; "FW-76101" for one of the Forth-Worth locations).

    Assign/Remove Access Codes by User

    From the balanceTRAK User list, maximize the User record by clicking on the [Expand] icon to the right.

    Then, check off one more business units, or Select All. Click [Add Access], and review the Current [Business Unit] Code Access in the right-hand column, before minimizing the record.

    Quick Tip: If your organization has numerous units,Locations, use thebTRAK-specific provided Filter by/Keyword toolsFilters to reduce the display of access options.

    A


    Include [BusinessInactive Unit]Users
    After maychoosing bethe removedChange fromFilters icon, check the Currentbox under the Options header, with the tagline: Show Inactive Users. Apply this option by pressing [Apply Filter].


    Clear an Existing Filter
    A yellow banner at the top of the User list will indicated the Filter is in place. To restore the full User list, click the banner's Clear Filter link.

    Search the Users List

    Particularly beneficial for organizations with large numbers of users, a Search bar is located in the User list's upper toolbar. Simply enter part of an Email (address), First Name, or Last Name to return one or more results.

    Restore the full User list by returning to the Search bar and pressing the Delete icon.

    Edit an Existing User's Records

    Change the User's Profile

    (Administrators with specific permissions) Delete an Existing User

    After highlighting the user on the User list, press the [Remove] button, located on the User Info tab. Confirm the deletion to apply.

    View Administration Privileges

    By user, the client-side Administrator can review whether Administration privileges are currently turned on (or off) by Berkshire. This setting is located in the user's User Info tab, in the right-hand column for the user, or you may [Remove All Access].

    Import User Access to Append the User List

    WHERE LOCATED NOW?

    To import user access information, you must have a Microsoft Excel, Microsoft Access, or text file, containing columns for user Email (address) and your organization’s [Business Unit] Code.

    Instructions for Excel users — From the upper toolbar, click [Import User Access].

    1. Select the: File Type; then [Browse] for the file on your computer or network. Click [Next].
    2. For an Excel workbook, select the Sheet Name. Under Match Fields, the system will attempt to match the fields in the incoming file to system Fields: Email and [Business Unit] Code. If these fields are not matched, select the appropriate drop-down entries for: Your Fields. Then, click [Next].
    3. On the Import menu. select: Append. Finally, click [Import Data].