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BalanceAAP > Publish Plan

KEY TOPICS and CROSS-REFERENCES:

  • Publish Plan to BALANCEhub
  • User Settings – Add Users to Publish Group
  • Email Users
  • BALANCEhub Settings in a Master Plan
  • Administrators Only – BALANCEhub Tools

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.

To let BALANCEhub "know" that the AAP and its reports are ready to be published to your organization's audiences , check off: Yes, allow HUB access. Then click [Save] .

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

User Settings – Add Users to Publish Groups

Navigate to BALANCEhub Settings > User Settings. Choose *[Add] from the lower toolbar, and enter"

  • Email
  • First Name
  • Last Name

Select a Publish Group from the provided drop-down (e.g., All Reports, Primary Reports).

Cross-reference: If you are an Administrator and would like to create additional Publish Groups, see: .

Once created, an account activation email can be sent to the user, with a 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.

(System Administrators Only) Import Users

From an Excel File

Create an Excel file, containing a row for each user. The row must contain the Email address, First Name, Last Name, and (exact) Publish Group for each user.

Click [Import Data]. Select External Data, and click ]Next]. Select the file type in the drop-down. If your file does not contain headers (most will), span class="fa fa-check-square-o"> }}}, uncheck the box for: First Row Headers.

After selecting the file type, click [Browse], and find the file. Click [Open], to add the file 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 the 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 being imported will be added to any already in the system. Click [Import Data] to initiate the process.

Import Users from an Existing balanceAAP Plan

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.

Delete 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.

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].

Balancehub Settings in a Master Plan

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.