Task 1: Creating user IDs

Your first step in setting up user security is to create user IDs. You must create a user ID for each user who requires access to e-timecard administration and e-xpense administration, as well as all group time and expense keepers.

You can enter the user ID in the user’s employee record if you are setting up access for a group time/expense keeper, or if you want to allow the user to enter the same ID for both employee and administrative functions. Here is how it works:

If you enter the user ID in the employee record, then the employee ID can be used to log in to both the entry/approval/mass entry application and the administration application.
Except for group time/expense keepers, entry of the user ID in the employee record is not required. The administrator can always use the user ID that you set up under the Security menu to log in to the administration application.
While you can set up the employee ID to be used to log in to the administration application, the user ID can never be used to log in to the entry/approval/mass entry application.

There might be cases where you do not want to enter the user ID in an employee record. For example, you might have an administrator at your company who is an independent contractor and is not classified as an employee.

Caution: Make sure that the user ID does not contain the exact same characters as the employee ID of the record where you plan to enter it. If the employee ID and user ID match, the system will always assume that the user is entering the employee ID and will look to that record for password information. This can cause problems if the employee ID and user ID records have different passwords.

Follow these steps to create a user ID.

To create a user ID

From the home page > Setup tab, under Security, click User IDs. Or, from the top of any screen, click Security > User IDs. The User ID Setup screen appears.
Click Add. In the bottom section of the screen, user ID entry fields appear.
Enter up to 10 characters for a user ID.
Enter up to 30 characters for a user name.
In the Valid From field, enter the date when the user ID becomes active. Today’s system date defaults.
In the Valid Through field, enter the date when the user ID expires. Accept the default of 12/31/3999 if you want the user ID to be permanent.
Hint: You can enter dates manually. You can also click to the right of either date field to select a date from a calendar.
Select Full or Partial from the Range Access dropdown list. Full gives total access to all ranges of organizations, employees, and jobs. Partial limits the access to certain ranges.
Select Full or Partial from the Application Access dropdown list. You can select Partial to limit access to certain functions.
If you selected Full for Application Access, select Update or Read Only from the Access Type dropdown list. Select Read Only to restrict the user from posting, entering, or changing data.

If you selected Partial for Application Access, then you will define this user’s access type on the Function Security Setup screen.
Enter an Email Address for the application to use when sending emails to the user.
If necessary, enter a password in the Reset Password to field, then click Reset to the right of the field. Note that depending on a setting on the Parameter Setup screen > Passwords tab, the option to reset the password can be hidden from the user record.
Click Update to commit your user ID entries.