BalanceTRAK > System Tools > User Management

Note: Some of the sections and functions described below may not display or be activated in your implementation of balanceTRAK. If you have questions regarding the functions available to you, please contact your balanceTRAK administrator or Berkshire’s Product Support, as appropriate for your organization.

In this section: User Management: 1.Assign Function and Data Profiles to balanceTRAK users 2.Assign User Access via Profiles 3.Import User Access Codes and User Information Assign Access to All

4.View User Access Reports View User Permissions Report View User Log Report View Access Log by User Access Code

Profile Management: 1.Add Function and Data profiles (and set Defaults) Manage Function Profiles Manage Data Profiles

Section Activities

User Management

Note: The user must be created in BALANCEworks before the user will be listed on the balanceTRAK Users tab. For more information about adding and activating users in BALANCEworks, see Help for: System Tools > User Management > BALANCEworks.

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 tab, you can assign the appropriate Function and Data Profiles to each user that has been added via BALANCEworks. 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 link and selecting one of the existing profiles from the drop-down.

• For more information on what profiles are and how to create them, see Help (below) for: System Tools > Security > Profile Management.

View Inactive Users To view these users, click the Display Inactive Users check box, found in the upper right corner of the balanceTRAK tab.

Note: Users are deactivated through the BALANCEworks tab (as described above).

Assign User Access Codes

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.

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

Import User Access Codes and User Information

To take advantage of the [Import] button at the top of the page, you must have a Microsoft Excel, Microsoft Access, or text file, containing user email addresses and your organization’s User Access Codes.

At the bottom of the User Access tab, click [Import]. If your file is an Excel workbook, select the sheet that contains the information. Click on the Sheet drop-down, and select the worksheet name. Under Match Field, the system will attempt to match the fields in your file to those found in balanceTRAK, which are: Email and User Access Code. If these fields are not automatically matched, click on the drop-down for each field, and select the appropriate column or field name. Then, click [Next]. Finally, click on the [Import Data] button.

View Reports

On the Users and Users Access tabs, you can access three reports, which are described below.

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.

Profile Management

Under System Tools > Security > Profile Management, you can edit existing profiles or create new profiles.

Add Function and Data Profiles (and set Defaults)

If you have adequate permissions, a profile may be added to the list of Function Profiles or Data Profiles by clicking the [Add] button at the top of the page. Using the Edit Profile menu, provide a name, select a Default Access Level, and check off whether it is the Default Profile. Click [Save].

Manage Function Profiles

Function Profiles control the level of access to balanceTRAK functions (by module) for each group of users. Under the Function Profiles tab, a list of Program Modules, Functions, and Access Levels displays.

Here are the typical balanceTRAK Access Levels: •Full Access •Read-Only •No Access

Select an existing Profile from the upper drop-down. A check mark will indicate whether the Profile is a: Default Profile (or you may select to make one Profile the default). To edit an existing Function Profile, click the adjacent [Edit] button, and select a new Access Level for one or more functions.

Once established, these profiles can be assigned to users through the User Management screen (as described above).

Example: The Human Resources user wants to ensure that Managers send standard, authorized emails to Job Seekers. To restrict Managers from customizing email templates stored in balanceTRAK: 1.Navigate to the System Tools>Security/Profile Management > Functional Profiles tab. 2.Select Managers from the Profile drop-down, located just under the tab header. 3.Scroll down the Functional Profiles list, and locate the line for System, entitled: Modify Email Content. a.In the far-right column, ensure that Read Only Access is displayed under Access Level.

OR

b.If another entry is displayed, click on the entry, and select Read Only Access from the drop-down.

Custom Profile groups appearing in the drop-down are determined by your organization's balanceTRAK administrator. Manage Data Profiles Data Profiles determine which data fields the user can view and/or edit, including: •Personal Info—Form fields that contain a Job Seeker’s personal information (e.g., name, address, birth date) •Sections—Parts of the Job Seeker’s completed forms. •Questions—Particular questions asked and answered by the Job Seeker on forms. •Disp(osition) Codes—Codes indicating a Job Seeker's status Some examples of Data Profiles are: •No Access •Export Only •Read-Only •Full Access

To edit an existing Profile, select it from the upper drop-down, and click [Edit]. Choose an Access Level:

Once established, these profiles can then be assigned to individual users through the User Management screen (as described above). A Data Profile can be assigned as the default by clicking the check box for: Default Profile.

Example: The Human Resources manager wants to provide permission for HR Staff to update a Job Seeker’s data entries for References, but limit HR Staff to “view only” in other APPLICATION Sections. 1.Navigate to the System Tools > Security / Profile Management > Data Profiles tab. 2.Select HR Staff from the Profile drop-down, located just under the tab header. 3.Click on the Sections tab, and locate the line for References. a.In the far-right column, ensure that Full Access is displayed under Access Level. OR

If another entry is displayed, Click on the entry, and select Full Access from the drop-down.

b.For all other Sections, ensure the Access Level entries display as Read-Only Access, or edit the entries accordingly.

4.The HR Staff user will have access to [Edit] or [Remove] a Job Seeker’s References, but those buttons in other Sections will be disabled.

Custom Profile groups appearing in the drop-down are determined by your organization’s balanceTRAK administrator.

Related Help:

You may find following related sections helpful – •Client Settings