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BalanceTRAK > System Tools > User Management

JUMP TO: Profile Management

KEY TOPICS:

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


Administer User Credentials in balanceTRAK

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

BEFORE YOU BEGIN

The user must be created in balanceWORKS before the user will be listed on the balanceTRAK Users tab. For more information about setting up new users, see the Help Library: Quick Start Guide for Setting up New Users.

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 sub-tab, you can assign the appropriate Function and Data Profiles to each user. 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 entry and selecting one of the existing Profiles from the drop-down.

Cross-reference: For more information on what Profiles are, and how to set the default, see: Profile Management.

View Inactive Users

To view a complete list of Users, click the check box next to the tagline in the upper right: Display Inactive Users.

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

Assign User Access Codes

About the User Access Code

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.

Assign an Access Code to the User

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, select the check to view: By (User Access) Code or By User.

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.