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BalanceTRAK > System Tools > User Management

JUMP TO: Profile Management

KEY TOPICS:

  • Add a New balanceTRAK User
  • Users list
    • Edit the User's Function and Data Profiles
    • View Inactive Users
    • View User Permissions Report
    • View User Log Report
  • User Access
    • About the User Access Code
    • Assign User Access Codes
  • View User Access Reports
    • View Access Log by User Access Code

Administer User Credentials for 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.

Your organization’s balanceTRAK installation comes preloaded with accounts for an initial group of users. If you are a balanceTRAK Administrator at your organization, you may add a new user or edit an existing user.

To access this list and the accompanying tools, click the System Tools icon in the BALANCEbTRAK page header. Then access Security / User Management to display the balanceTRAK sub-tab.

Add a New balanceTRAK User

From upper toolbar on the balanceTRAK sub-tab / Manage Users screen, click the [Add] button to open the Add User menu:

  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.
  3. Check off whether to require: Change Password on First Logon.
  4. Select a Function Profile and a Data Profile from the provided drop-downs.

    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] to add the user and return to the User list.

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

Users list

Edit the User's Function and Data Profiles

When a new user is added, the user is assigned a default Profile. Typically, for a new installation, the default will be: No Access. To change the existing Function or Data Profile for a balanceTRAK user, 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, and how to set the default, see: Profile Management.

View Inactive Users

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

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

View User Permissions Report

From the Users tab, click the [View User Permissions Report] button to view a PDF, showing 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 Report

To view the User Log for an individual user, click the [View Report] icon, which is located at the far right of the user record. The report will display system activity by Activity Date, Email Address, Function Profile, and Data Profile.

User Access

About the User Access Code

The User Access Code iswill usedrestrict access to provideinformation by organizational unit, as defined in your organization. (e.g., business unit, department, establishment, location). For each user, the Administrator can view and assign 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 sub-tab, you can view each code and the users assigned to that code. A [xxxx] Codes drop-down at the top of the User Access tab will house the codes by your organization's specific labels.

View the User Access tab by (User Access) Code or User

Select an option from the tab header:

  • By [User Access] Code
  • By User
access.

Assign an Access Code to the User

Select a code from the upper drop-down. Then, place a check mark in the box next to the user’s email address. (You may also uncheck the box to remove access.) To apply the code, choose [Save] from the lower toolbar.

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.