Administration > Maintenance > Security
All users who will perform any action must be setup in WorkPlace Security and granted the appropriate 'access' to functions within the application modules. Security is where this is performed and the following tabs are available:
Enter the SQL Login id for the user being established in WorkPlace or modify an existing users security options by selecting the login id from the zoom window.
This field is only available if using SQL Authentication and the "Create SQL User when Added in WorkPlace" is checked in System Settings. On new users this field is required. On existing users leaving this field empty will leave their password untouched, specifying a value will change their password. When specifying a password it will be subject to the SQL Settings specified in Global Settings.
This field is only available if using SQL Authentication and the "Create SQL User when Added in WorkPlace" is checked in System Settings. When changing a password this field is required and must match the Reset Password value.
When checked the user will be forced to change their password on their next login. They will also be subject to the SQL Settings specified in Global Settings.
This check box indicates if the user has enabled Two Factor Authentication in their User Preferences. If the user does not have it enabled, the checkbox will be unchecked and displayed as read-only for reference purposes only. If the user has enabled Two Factor authentication, the field will be available to uncheck so that administrators can disable it on the user's behalf in the event they are unable to properly authenticate and access WorkPlace.
This check box must be selected for this user to login, access and create transactions within WorkPlace. This function is especially useful when a company possesses limited licenses for one (or more) of the modules; inactive users in the system do not have to be licensed. When using SQL Authentication and the "Create SQL User when Added in WorkPlace" is checked in System Settings and the user un-checks this box, the privileges for this user will be revoked from the SQL Server, see the System Settings online help for more information on how privileges are revoked.
Select this check box to designate the user as a manager in the WorkPlace application, allowing access to restricted functions within the system; such as the ability to view Requisition/Check Requests for all users. A non-manager who enters a Requisition/Check Request only 'see' Requisition/Check Requests which they have entered into WorkPlace.
This user type is available to be used with the WorkPlace Agent and automated integration services such as the Data Integration API (DIAPI). The Service Account User is intended for authenticating against the WorkPlace application from integrating services and would not be used to login directly to WorkPlace. When enabled, the 'Active' status should be unchecked so the user is not included in the WorkPlace licensed user count. When WorkPlace is configured for Single Sign On authentication (SSO), the account password can be reset from this screen using the Reset / Confirm Svc Account Password fields.
Select this checkbox to give the user access to the Requisition/Check Request module. By default this option will be checked.
Select this checkbox to give the user access to the Project module.
Select this checkbox to give the user access to the Time module.
Select this checkbox to give the user access to the Expense module.
This option becomes available when Employee user have been licensed for the WorkPlace solution. Select this checkbox to setup a WorkPlace Employee. Employee records are not permitted to access WorkPlace directly but are available to have Time and Expense transactions created on their behalf by a full WorkPlace user.
Select this checkbox to give the user access to the Inventory Management Handheld Interface module.
Unique identifier for this employee.
Identifies if the employee is Exempt or Non-Exempt. Some modules such as Timesheet entry use this checkbox - see Time Track, Enable Non-Exempt Confirmation Message on Submit System Setting.
Used for Expense Entry integrated to Accounts Payable. This is the vendor id used in the financial system for reimbursement.
Used for Expense Entry integrated to Accounts Payable. This is the company that AP transaction will be created in.
First Name and Last Name fields are required.
Record the SSN of the employee in this field.
Enter the default information for the employee in the appropriate fields.
Complete these fields with the various phone numbers for the employee.
If the employee has a home page you would like to note, enter the URL in this field.
Enter the hire date of the employee.
The checkboxes next to the input fields indicate what information will be visible when the user hovers over - or - clicks on their name in the upper left hand corner of WorkPlace.
The default SMTP email address of the employee is entered in this field. This is a required field.
Any email sent through WorkPlace, for this employee, will default this subject to the subject line of the email.
Select either HTML or Text from the drop down menu.
See "EMAIL NOTIFICATION" section below.
Independent setting can be defined for each of the licensed solutions that have been installed with WorkPlace: EXPENSE, RECEIVE/MATCH INVOICE, REQUISITION/CHECK REQUEST, TIME, ACCOUNTS PAYABLE, PURCHASE ORDER, INVENTORY and WORKPLACE PROJECT. For Example;
Select this checkbox if users are to be notified by email when there are documents waiting for them to submit that were delegated to them.
This feature will allow, if available, defined email templates to be associated for a specific user. If no custom email template has been defined, ensure that the default email template appears in this field. This is a required field.
Select this checkbox if users who delegate are to be notified by email when their delegated documents are cancelled.
This feature will allow, if available, defined email templates to be associated for a specific user. If no custom email template has been defined, ensure that the default email template appears in this field. This is a required field.
Select this checkbox if approvers are to be notified by email when there are documents awaiting their approval.
This feature will allow, if available, defined email templates to be associated for a specific user. If no custom email template has been defined, ensure that the default email template appears in this field. This is a required field.
Select this checkbox if the user is to be notified by email when their documents have been fully approved.
This feature will allow, if available, defined email templates to be associated for a specific user. If no custom email template has been defined, ensure that the default email template appears in this field. This is a required field.
Select this checkbox if the user is to be notified by email when ANY documents that match the filter are fully approved. If no filter is specified then this user will be notified of all documents in the system that are fully approved.
This feature will allow, if available, defined email templates to be associated for a specific user. If no custom email template has been defined, ensure that the default email template appears in this field. This is a required field.
This filter specifies the criteria that the fully approved documents must meet in order for this user to receive the email notification. If this field is left blank then this means the user will receive an email notification on all fully approved documents.
Select this checkbox if the user is to be notified by email when their documents have been disapproved.
This feature will allow, if available, defined email templates to be associated for a specific user. If no custom email template has been defined, ensure that the default email template appears in this field. This is a required field.
Select this checkbox if the user is to be notified by email when items are fully approved and waiting for Review.
This feature will allow, if available, defined email templates to be associated for a specific user. If no custom email template has been defined, ensure that the default email template appears in this field. This is a required field.
Select this checkbox if the user is to be notified by email about the status of their documents after they are processed. This does not include items on hold or canceled.
When enabled for a user configured to receive email notifications when Items have been processed from Review, Purchase Orders released from the Review session will be attached to the email in PDF format.
This feature will allow, if available, defined email templates to be associated for a specific user. If no custom email template has been defined, ensure that the default email template appears in this field. This is a required field.
Select this checkbox if the user is to be notified by email when the status of their documents have been cancelled after they are processed.
This feature will allow, if available, defined email templates to be associated for a specific user. If no custom email template has been defined, ensure that the default email template appears in this field. This is a required field.
Select this checkbox if the user is to be notified by email when an requisition that you created has Not been Fully Received by the date set in the "Date Promised" field on the Requisition Line.
*Emails will be sent for Requisition Lines if:
-Requisition Type is: Requisition, Inventory Replenishment, Drop Ship w/Receipt or a Custom Requisition Type (once processed from Review the email will no longer be sent if processed as: FULFILLED, RELEASED or SUPPLIED).
-Requisition Line is NOT marked as Drop Ship or Blanket
**This works in conjunction the System Setting "Elapsed Days from the Requisition Line Date Promised before the Not Fully Received email is to be Sent if Transaction is still Not Fully Received" that is located on the Requisition tab under the eMail section.
This feature will allow, if available, defined email templates to be associated for a specific user. If no custom email template has been defined, ensure that the default email template appears in this field. This is a required field.
Select this checkbox if the user is to be notified by email when items they requested have been received.
Select this checkbox if the user is to be notified by email when items they have requested have been invoiced. When the 'Include Attachments for Invoiced Email' System Setting is enabled, this email will include any attachments added to the Invoice transaction.
Select this checkbox if the user is to be notified by email when items they have requested have been invoiced but not received. When the 'Include Attachments for Invoiced Email' System Setting is enabled, this email will include any attachments added to the Invoice transaction.
*This works in conjunction the System Setting "Elapsed Hours from Submitting an Invoice before the ‘When My Items have been Invoiced but Not Received’ email is to be resent if the Transaction is still Not Fully Received" that is located on the General tab under the "eMail General Settings" section.
Select this checkbox if the user is to be notified by email when a Purchase Order had errors sending to the vendor via review.
This feature will allow, if available, defined email templates to be associated for a specific user. If no custom email template has been defined, ensure that the default email template appears in this field. This is a required field.
Identifies the time at which this report will run daily.
Select this checkbox if the user is to be notified by email when they have not submitted a timesheet for an elapsed time period.
**This works in conjunction the System Setting "Elapsed Hours from Time Period End Date before Missing Timesheet eMail is Sent" that is located on the Time tab under the eMail section. Active users will receive an email for each elapsed time period greater than their hire date.
This option is available when using the Direct Connect Credit Card Interface for Expense. When enabled, the user will receive the details of the most recent errors encountered from the Credit Card integration process via email. The notification is sent using the WorkPlace Agent service which must be scheduled and running.
This option is available when Invoice Capture is licensed to receive an email notification any time a document is added to the Invoice Capture Queue by the WorkPlace Agent Service that requires attention. The notification is sent using the WorkPlace Agent service which must be scheduled and running.
Enter or select the Position for the selected user when Position Approval is licensed. This can be used for informational purposes only or in conjunction with the Position Based Approval workflow.
Identifies the supervisor for the user by selecting another WorkPlace user. This is also used in conjunction with the Position Based Approval workflow and "Enable Supervisor Approval" System Setting options.
When checked, the user's alternate approver will be enabled when using Supervisor approvals. This option is available for system administrators to activate for users that are not available to activate their own alternates through User Preferences.
Identifies an alternate approver that will approve Project and Position based approvals when a user activates their alternates.
When checked, the user's alternate approver will be enabled for Project and Position based approvals. This option is available for system administrators to activate for users that are not available to activate their own alternates through User Preferences.
Once you choose a Department code from the zoom window, it will populate everywhere a Department Code field appears, for any document this employee creates. This is a required field.
Select an established user defined field template for this WorkPlace user.
Select an established Filter Template which applies for this WorkPlace user during Requisition/Check Request Review Sessions.
Select an established Filter Template which applies for this WorkPlace user during Receiving and Receive / Match Invoice Sessions.
Select an established Filter Template which applies for this WorkPlace user when loading Physical Inventory, Transfer/Release Ship and Transfer/Release Receipt sessions.
Select an established list of User Defined items which applies for this WorkPlace user.
Select a second established list of User Defined items which applies for this WorkPlace user.
Select an established Buyer ID to assign the default buyer for this WorkPlace user. This will flow through to the PO in GP.
If desired, the established defaults may be overwritten by users with access to this page.
Enter the daily commute distance for the user that will be used with the Maps integration to calculate reimbursable mileage. When calculating the total distance of a route, this amount will be available on the Travel Route page to deduct from the total trip for the Expense line. When users have multiple mileage expenses for a given day, the commute distance available for deduction will be tracked across entries for the same day.
This setting works in conjunction with the Maps integration and the Commute Distance setting for the user. Select the unit of the commute distance that has been assigned to the user. Valid selections are Miles or Kilometers.
Optionally assign a Event value that will default to all new Expense lines entered by the user. Default Event values assigned on User Defined Field Templates will take priority over this value.
These settings are available when the WorkPlace Expense solution has been licensed with the Google Maps integration.
Type in a numeric value to be billed per unit of time (i.e. $200 per hour.)
Type in a numeric value to be recorded as the actual cost per unit of time (i.e. $150 per hour.)
Type in or select a valid Labor Group ID from the zoom control.
This code identifies a specific type and rate of pay. For example, employees who are paid a fixed salary might have the earnings code SAL assigned to them.
Type in the minimum number of hours the user is required to enter before they are permitted to submit a Timesheet. If the user attempts to submit a Timesheet where the total hours are less than the amount specified, they will receive an error message. No minimum hours will be required for the user when this value is set to zero (0).
Type in the maximum number of hours the user is permitted to enter on a Timesheet. If the user attempts to submit a Timesheet where the total hours are more than the amount specified, they will receive an error message. No maximum hours will be required for the user when this value is set to zero (0).
The Time heading and associated fields are displayed and available ONLY when the WorkPlace Time module is installed and interfaced with the WorkPlace Project module.