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BalanceTRAK > System Tools > User Management

KEY TOPICS:

  • Assign Function and Data Profiles to balanceTRAK users
  • Assign User Access via Profiles
  • Import User Access Codes and User Information
    • Assign Access to All
  • View User Access Reports
    • View User Permissions Report
    • View User Log Report
    • View Access Log by User Access Code

Note: Some of the sections and functions described below may not display or be activated in your implementation of balanceTRAK. If you have questions regarding the functions available to you, please contact your balanceTRAK administrator or Berkshire’s Product Support, as appropriate for your organization.

In this section: User Management: 1.Assign Function and Data Profiles to balanceTRAK users 2.Assign User Access via Profiles 3.Import User Access Codes and User Information Assign Access to All

4.View User Access Reports View User Permissions Report View User Log Report View Access Log by User Access Code

Profile Management: 1.Add Function and Data profiles (and set Defaults) Manage Function Profiles Manage Data Profiles

Section Activities

User Management

Note: The user must be created in BALANCEworks before the user will be listed on the balanceTRAK Users tab. For more information about adding and activating users in BALANCEworks, see Help for: System Tools > User Management > BALANCEworks.

Assign Function and Data Profiles

Access the Users tab by selecting System Tools from the page header. Then, select Security > User Management.

On the balanceTRAK tab, you can assign the appropriate Function and Data Profiles to each user that has been added via BALANCEworks. When a new user is added, the user is assigned to a default profile.*

You can change the previously assigned Function or Data Profile for a user by clicking the Function Profile or Data Profile link and selecting one of the existing profiles from the drop-down.

  • For more information on what profiles are and how to create them, see Help (below) for: System Tools > Security > Profile Management.

View Inactive Users To view these users, click the Display Inactive Users check box, found in the upper right corner of the balanceTRAK tab.

Note: Users are deactivated through the BALANCEworks tab (as described above).

Assign User Access Codes

The User Access Code is used to provide the appropriate level of access to users. For most implementations, the User Access Codes will be based on business units, departments, locations, or other organizational units (e.g., Establishment Codes, Location Codes). From the balanceTRAK > User Access tab, you can view each code and the users assigned to that code.

A drop-down at the top of the User Access tab will list the codes available for your balanceTRAK implementation. Once a code is selected, place a checkmark in the box next to the user’s email address to assign that user to the code. You may also remove the check mark to remove access.

View the User Access tab by (User Access) Code or User In the upper right-hand corner of the page, select the check to view: By (User Access) Code or By User.

Import User Access Codes and User Information

To take advantage of the [Import] button at the top of the page, you must have a Microsoft Excel, Microsoft Access, or text file, containing user email addresses and your organization’s User Access Codes.

At the bottom of the User Access tab, click [Import]. If your file is an Excel workbook, select the sheet that contains the information. Click on the Sheet drop-down, and select the worksheet name. Under Match Field, the system will attempt to match the fields in your file to those found in balanceTRAK, which are: Email and User Access Code. If these fields are not automatically matched, click on the drop-down for each field, and select the appropriate column or field name. Then, click [Next]. Finally, click on the [Import Data] button.

View Reports

On the Users and Users Access tabs, you can access three reports, which are described below.

View User Permissions Report Click [View User Permissions Report] to view a PDF report that lists users by Email Address, First Name, Last Name, Function Profile, and Data Profile. If the option to display inactive users has been selected, this report will display and indicate which users are inactive.

View User Log Click the report [View Report] icon to view the User Log for an individual user. The report will display system activity by Activity Date, Email Address, Function Profile, and Data Profile.

View Access Log by User Access Code On the User Access tab, you can view the User Access Log, which provides auditing information for your users, with columns for Activity Data, (User Access) Code, and Has Access? (Yes/No). The report is then organized by the selection made for the viewing the tab: •By (User Access) Code—Information is organized by this unit. •By User—Information is organized by user Email Address.