BalanceAAP > Publish Plan
REQUIRED STEPS
Publish Plan – Allow RDS Access
Check off Yes, allow RDS access and click Save to activate the Reports Distribution System. You can turn this option on and off at any point to activate and deactivate access. When activated, users that have been given user IDs that only allow RDS access will be able to log in and view the reports you have granted them access to. When deactivated, the user IDs will stay in the system, but those users will not be able to log in.
User Settings – Add Users to RDS
To add users to the RDS, 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 RDS 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 RDS 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.