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BalanceAAP > Publish Plan

KEY TOPICS and CROSS-REFERENCES:

Publish Completed Plan to BALANCEhub for Distribution

Publish Plan to BALANCEhub

Click Reports > BALANCEhub Settings from the side navigation menu to display the Publish Plan tab, which also provides access to tabs for User Settings and Email Users.

Check off Yes, allow HUB access and click [Save] to let BALANCE hub "know" that the AAP and its reports are ready to be published to your organization's audiences.

Note: You can turn activate and deactivate access to the plan at any time.

User Settings – Add Users to HUB

To add users to HUB, click Add, and enter the requested information into the pop-up window. The Publish Group field designates which reports the user will be able to view. At first, the only Publish Group available will be the default All Reports. You can create custom groups of reports from the Publish Groups page, found under the System Tools menu at the top of the screen. If you want to restrict which reports a user has access to, create a custom group, and assign that publish group to the user. You can change the publish group for a user at any time by clicking the publish group link next to the user on the User Settings page. Once created, an account activation email can be sent to the user with the link to log in to the system. The user will be able to select a password at that time. Users added here will also appear in the balanceWORKS and balanceAAP user lists.

Email Users

When you are ready for HUB users to view the reports, you can send them an email with the link and login instructions. The text of the email can be edited from Email Settings under the System Tools menu.

Select from the following email options:

  • All Users – All HUB users will receive an email, even if they have already received one.
  • Users that have not already received an email – Only users that have not yet received the email will receive one.
  • Users that have not viewed the reports – Any user that had received an email before, but has not yet logged on, will receive another email.

When you are ready, click Send Email.

Import Data

If you have many users that need to be added to the HUB system, you can import them quickly from an Excel file. Create an Excel file with the email address, first name, and last name of the users. Each user should be in their own row in the file. You can also add the publish group, but ensure what you enter in the file is an exact match to the name of the publish group in balanceAAP.

Click Import Data. Select External Data, and click Next. Select the file type in the drop down list. If your file does not contain headers (most will), uncheck the First Row Headers box.

After you have selected the file type, click Browse and find the file. Highlight it in the Browse window and click Open, and the file is added to the import list.

Under Match Table, select the file and sheet name that contains the user list. Under Match Fields, select the column in your Excel sheet that corresponds to the balanceAAP fields. The Email Address, First Name, and Last Name fields are required. Click Next.

A page will appear, indicating the users you are importing will be added to any already in the system. Click Import Data to complete the import.

For future plans, you can import the list of HUB users from an existing plan. To do so, choose Existing Plan from the Import HUB Users page. Select the Company, Establishment, and Plan of the plan to import from and click Next. Then click Import Data.

To give HUB users access to multiple plans during an import, see Master Plan Settings.

Deleting Users

To delete a user and eliminate his or her access to the reports in this plan, check off the Select box next to the user’s email address, and click Delete. This will delete the user from this plan only. The user will remain in the balanceAAP and balanceWORKS user list, and will be able to log in and view reports for any other plan they were granted access to.

Deleting the user from the balanceAAP or balanceWORKS user list will automatically delete them from each plan in the system. This can be done by your balanceWORKS administrator from the Manage Users page.

Other Options

See the HUB Export Settings page, available from the System Tools menu, for report export options and to add instructions your users will see when they log in.

See the Additional Documents page, available from the System Tools menu, to upload other documents for your RDS users to have access to.

MASTER PLAN SETTINGS

When adding or importing users in a master plan, you can also designate which sub plans the user has access to. When manually adding a user, you can either select Master Plan to grant them access to view the reports in the master plan, or select a specific sub plan from the list.

You can only select one sub plan at a time when adding a user manually. If a user, such as a regional director, should have permission to view reports for multiple sub plans, importing the user list is the recommended method for adding the users. When importing, an additional column in the Excel sheet should be added for Plan Code. Only a single plan code can be assigned per record in the Excel sheet.

To grant a user access to more than one plan code, create multiple rows on your Excel sheet for the same user. For example, a regional director responsible for three locations would have his email address, first name, and last name appear three times on the Excel sheet, once for each plan code.

When your users have been added, you can view the users by sub plan from the Publish Settings page by selecting the plan from the Plan drop-down list. Selecting All will show all users across all sub plans. Selecting a specific sub plan will show only the users who have been given access to the reports in that plan.

Changes made in the master plan will not automatically carry down into the sub plans. However, some functions will give you the option to do so.