People Organization Access

The Organization Access menu option (on the People Profile screen) is used to control which people or project organizations the current user has access to.  (This feature therefore can be used to grant or restrict access to people and project data).  As roles are added for the current user on the Roles tab (or via the Person Import), new entries will appear on this screen.  

Topics covered on this help page include:

 

IMPORTANT:  For the project oriented roles, this feature works in conjunction with the settings defined on each project's Access tab.  For the manager role, this feature works in addition to the manager's Approval Group relationships.  

For a more complete discussion regarding limiting user visibility see Restrict View.

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Organization Access List

Many, but not all, of the roles on the Person Profile >> Roles tab can have their visibility to Unanet data limited by Organization.  As roles are added via the roles tab, new entries for those roles will appear in this screen.  Using the pencil icon, you can refine the visibility by role.  The screenshot below includes all of the roles that are subject to Organization Access configuration.

Field Descriptions (click on a link below for additional information)

 

 


Organization Access - Default Settings

The default value of All or None will be specified for each new role added based on one of the following properties (under Unanet >> Access/Permissions >> Organization Access - Default to "All"):

  1.  


Organization Access Edit

Clicking on the edit pencil for a specific entry will display the edit screen where you can specify All, None or Selected individual Organizations to include.  Note that when you select a parent org, by default, all subordinate/children organizations are also selected.  

As a visual aide, all selected organizations will appear in a bold font.  Organizations listed in a light gray font indicate that a child organization is selected somewhere in that organizational hierarchy.  It is currently not possible to select a parent organization without also including all children organizations.

If you have many organizations and a deep organizational hierarchy, you may need to use the Search facility to assist with locating an organization.  Clicking on the Search link () in the upper right will present a screen which resembles the following:

You can use the Code and Name fields to search for Organizations by Organization Code or Organization Name.  Any entries that match the search criteria will be listed below the search criteria and you can click on entries in that listing which will find that matching Organization in the hierarchical listing on the right.  

The Search window can be closed using the Close icon ().

 

When using Unanet Financials, note that for the GL Viewer and GL Budget Manager roles, you will have two "Selected" options you may configure (one for Legal Entities and one for Financial Organizations).  This can help you control data visibility on Financial Reports at a more granular level.

 


Organization Access and the Project Profile >> Access Tab

The following table may help clarify the various combinations of settings and the resulting behavior for the Project Manager, Resource Planner, Resource Assigner, Resource Requestor and Project Viewer project oriented roles:

Person >> Org Access Setting

Project >> Access tab Setting

Result

User has Org Access to Project Org

Org Access (for this role) is enabled

User can access/view details for this project

 

Org Access (for this role) is disabled

User cannot access/view details for this project

 

 

 

User does not have Org Access to Project Org

Org Access (for this role) is enabled

User cannot access/view details for this project

 

Org Access (for this role) is disabled

User cannot access/view details for this project

 

Note that regardless of the users Person Profile >> Org Access settings and the settings on the Project >> Access tab, any user explicitly associated with a project via an assignment on the Project Administrators tabs will have access to that project.

Note that the Resource Planners and Resource Assigners can have their visibility to the users they can plan / assign and report on limited via the Person Profile >> Organization Access screen as well as these restrictions available for which projects they can access.

Related Topics