Task 4: Linking group IDs to data ranges

There are several predefined data tables that you can limit user access to by range, as shown below. Note that the table ID labels are user-defined.

Table ID

Screen where user accesses table

Employee

Employee Details

Job

Job Master

Org9

Org9 Setup

Setting range values is a two-step process. First, you link the group ID to the table ID. Then, you define the data ranges that the group ID can access.

Note: If you are setting data range access for group timekeepers, note the following when you perform the instructions in this section. In step 3, you must select either Org9 or Employee as the table ID. Then, in step 6, enter the org9/range of org9s, employee/range of employees, or employee location/range of employee locations for which users belonging to the group ID can enter unapproved time cards or pre-approved time cards.

For group expense keeper access, you can select either Org9 or Employee as the table ID, then enter a range of org9s or employee IDs. If you select Partial for data range access when you link users to group IDs, then you are required to set a range for employees. Setting a range for org9s, however, is always optional.

To link a group ID to data ranges

  1. From the home page > Setup tab, under Security, click Range values setup. Or, from the top of any screen, click Security > Range Values Setup. The Range Values Setup screen appears.

  2. Select a group ID from the dropdown list.

  3. Select a table ID from the dropdown list.

  4. Click Retrieve. In the bottom section of the screen, a list of fields for which you can select ranges appears.

  5. Click Edit to the left of the field for which you want to select a range. Editable From and Through fields appear.

  6. Enter range parameters in the From and Through fields to limit access for the group ID. For most fields, you can click to the right to look it up.

    For example, for the Job Number (user-defined label) field, if you enter 1000 in the From column and 2000 in the Through column, users attached to this group ID are restricted from accessing job numbers below 1000 and above 2000.

  7. Click Update to commit your range values entries.

    Hint:     If you ever want to remove your range values selection for a field and grant the group ID access to all of the field’s values, simply click Edit to the left of the field, delete the values in the From and Through fields, then click Update.

  8. To select additional range values for the same group ID/table ID combination, repeat from step 5.

  9. To select range values for a different group ID/table ID combination, repeat from step 2.