This feature allows for the importing of Organization Access information for existing users. This information can be manually managed via the Person Profile >> Organization Access screen.
This screen is available to users having any of the following roles: Administrator and P&R Administrator
This feature is available with any Unanet edition.
Note that granting a Project Manager, Project Viewer, Resource Planner, Resource Assigner or Resource Requestor access to specific project organizations does not necessarily provide the user with access to all projects within those organizations as this feature works in conjunction with various project level access settings. Also note that you can assign no global access (e.g., !NONE!) to project organizations and explicitly grant these roles access on a project by project basis.
As roles are added to a Unanet user, entries will automatically appear in the Organization Access tables for that user. The default value for the Organization Access can be configured via the following properties (under Unanet >> Access/Permissions >> Organization Access - Default to "All"):
AP Poster - Financial (unanet.org_access.apPoster.financial.default_to_all)
AP User - Financial (unanet.org_access.apUser.financial.default_to_all)
AP Viewer - Financial (unanet.org_access.apViewer.financial.default_to_all)
AR Poster - Financial (unanet.org_access.arPoster.financial.default_to_all)
AR User - Financial (unanet.org_access.arUser.financial.default_to_all)
AR Viewer - Financial (unanet.org_access.arViewer.financial.default_to_all)
Billing Manager - Project (unanet.org_access.billingManager.project.default_to_all)
Billing Manager - Owning (unanet.org_access.billingManager.owning.default_to_all)
Billing Viewer - Project (unanet.org_access.billingViewer.project.default_to_all)
Billing Viewer - Owning (unanet.org_access.billingViewer.owning.default_to_all)
Contact Manager - Contact (unanet.org_access.contactManager.contact.default_to_all)
Contact Viewer - Contact (unanet.org_access.contactViewer.contact.default_to_all)
Data Export User - Financial (unanet.org_access.dataExportUser.financial.default_to_all)
Data Export User - Owning (unanet.org_access.dataExportUser.owning.default_to_all)
Data Export User - People (unanet.org_access.dataExportUser.people.default_to_all)
Data Export User - Project (unanet.org_access.dataExportUser.project.default_to_all)
Data Import User - Financial (unanet.org_access.dataImportUser.financial.default_to_all)
Data Import User - Owning (unanet.org_access.dataImportUser.owning.default_to_all)
Data Import User - People (unanet.org_access.dataImportUser.people.default_to_all)
Data Import User - Project (unanet.org_access.dataImportUser.project.default_to_all)
Document Manager - Document (unanet.org_access.documentManager.document.default_to_all)
Document Manager - Financial (unanet.org_access.documentManager.financial.default_to_all)
Document Viewer - Document (unanet.org_access.documentViewer.document.default_to_all)
Document Viewer - Financial (unanet.org_access.documentViewer.financial.default_to_all)
GL Budget Manager - Financial (unanet.org_access.glBudgetManager.financial.default_to_all)
GL Poster - Financial (unanet.org_access.glPoster.financial.default_to_all)
GL User - Financial (unanet.org_access.glUser.financial.default_to_all)
GL Viewer - Financial (unanet.org_access.glViewer.financial.default_to_all)
HR Admin - People (unanet.org_access.HRAdministrator.people.default_to_all)
Manager - People (unanet.org_access.manager.people.default_to_all)
Project Document Viewer - Project (unanet.org_access.projectDocumentViewer.project.default_to_all)
Project Document Viewer - Owning (unanet.org_access.projectDocumentViewer.owning.default_to_all)
Project Manager - Project (unanet.org_access.projectManager.project.default_to_all)
Project Manager - Owning (unanet.org_access.projectManager.owning.default_to_all)
Project PO Viewer - Project (unanet.org_access.projectPOViewer.project.default_to_all)
Project PO Viewer - Owning (unanet.org_access.projectPOViewer.owning.default_to_all)
Project PR Viewer - Project (unanet.org_access.projectPRViewer.project.default_to_all)
Project PR Viewer - Owning (unanet.org_access.projectPRViewer.owning.default_to_all)
Project Viewer - Project (unanet.org_access.projectViewer.project.default_to_all)
Project Viewer - Owning (unanet.org_access.projectViewer.owning.default_to_all)
Purchase Order Assigner - People (unanet.org_access.purchaseOrderAssigner.people.default_to_all)
Purchase Order Viewer - Financial (unanet.org_access.purchaseOrderViewer.financial.default_to_all)
Purchase Order Viewer - Vendor (unanet.org_access.purchaseOrderViewer.vendor.default_to_all)
Purchase Requestor - Financial (unanet.org_access.purchaseRequestor.financial.default_to_all)
Purchase Requestor - People (unanet.org_access.purchaseRequestor.people.default_to_all)
Purchaser - Financial (unanet.org_access.purchaser.financial.default_to_all)
Resource Assigner - People (unanet.org_access.resourceAssigner.people.default_to_all)
Resource Assigner - Project (unanet.org_access.resourceAssigner.project.default_to_all)
Resource Assigner - Owning (unanet.org_access.resourceAssigner.owning.default_to_all)
Resource Planner - People (unanet.org_access.resourcePlanner.people.default_to_all)
Resource Planner - Project (unanet.org_access.resourcePlanner.project.default_to_all)
Resource Planner - Owning (unanet.org_access.resourcePlanner.owning.default_to_all)
Resource Requestor - Project (unanet.org_access.resourceRequestor.project.default_to_all)
Resource Requestor - Owning (unanet.org_access.resourceRequestor.owning.default_to_all)
Viewer - People (unanet.org_access.viewer.people.default_to_all)
VI User - Financial (unanet.org_access.viUser.financial.default_to_all)
VI User - Vendor (unanet.org_access.viUser.vendor.default_to_all)
Topics covered on this help page include:
Import File Record Layout (field by field descriptions)
Import File Format (note about csv layout and option to import a subset of columns using header values)
Excel Template (spreadsheet template containing column headings)
Import Screen (invoking the import via the user interface)
IMPORTANT: Note that there are multiple places within this documentation that say you MUST use double quotes for the strings in your import. If you are working in Excel, Excel will provide the double quotes and thus you do not need to add them in manually. Manually adding double quotes within Excel would result in multiple sets of double quotes in the resulting .csv file and thus cause an error (should you attempt to import that resulting file). Please see Excel Tips for more information.
|
|
Field Header Name |
Required/Comments |
1 |
A |
Username |
ALWAYS REQUIRED. Unique username (user id), for example JDoe or jdoe (it does not need to be capitalized.) This value must match an existing Username value defined in your system. If the Username you are trying to import does not already exist in the database, the entire record will be rejected. |
2 |
B |
Role |
ALWAYS REQUIRED. This field will indicate to which user role you are defining access permissions. If the user you are attempting to import organization access permissions to does not have the role specified in this field, the entire record will be rejected. The valid values include: System Roles
Standard Roles
Financial Roles
resourceManager - beginning with version 9.3, this role is no longer recognized within Unanet. It was replaced by two new roles. For backward compatibility, if this role is encountered in this import, it will be substituted with both the resourcePlanner and resourceAssigner roles. This substitution will be discontinued in a future version so you should start using the two new roles. Note that you can only include one role per import record line. If you need to define organization access permissions for an individual user for more than one role, you will need to add several lines to the import file. Note: If user is an activation approver for a vendor organization, you cannot remove their access to the organization. |
3 |
C |
Access_Type
|
ALWAYS REQUIRED. This field will indicate which type of organization association is being created. The valid values include (case does not matter):
|
4 |
D |
Org_Access |
ALWAYS REQUIRED. This field identifies the organizations to which the user will have access. Valid values for this field include:
Note: If the user is also designated as a subcontractor on the Person Profile>>Roles tab (available with the Project Financials licenses), then the following restrictions apply:
Important Update Note: If an entry already exists for this user / role / access type combination, any existing entries will be removed and replaced with the newly imported record. For example, if your intention is to add an additional organization to the list of allowable organizations, you would not want to simply run an import with one entry. Instead, import a record that has all of the previous entries plus the new entry. You can get a listing of existing roles via the organization access export screens. |
5 |
E |
Legal_Entity_Ind |
This field is intended to be used with the Unanet Financials functionality. When the Access_Type field is "Financial", then this field will determine whether the Selected Orgs are of type "Selected Legal Entities" or "Selected Financial Organizations", and the list of organizations in the Org_Access field must be Financial Organizations (active and inactive allowed). Valid values include "Y" (indicating the current entry represents "Selected Legal Entities" and the system will enforce that those organizations specified in the Org_Access field are Legal Entities) or "N" (indicating the current entry represents "Selected Financial Organizations"). If no value is specified in this field, the validation will be based on the value currently associated with the user's existing record in the system. |
Note: Check out the Unanet Data Model for specific field data types, lengths, and other attributes. Navigate to Unanet Support and search for "Data Model".
The file to import must be saved in a comma delimited format. The fields can be enclosed in double quotes -- which would be particularly necessary should the data being imported contain commas.
If you are not using the default column layout sequence as defined above, you must include a header record (prefixed with an asterisk *), containing the column Header Names for those columns you are including in the import file (to indicate what data is contained in each column). The specific Header Names for each column are listed in the table above.
You can create the comma delimited import file with any number of tools. For those interested in using an Excel spreadsheet to create the file, you can download an Excel Template with predefined headers.
See the Excel Tips regarding the use of double quotes and more.
The Import Organization Access screen simply looks like:
Field |
Description |
Type of Import |
Select the appropriate import type from the list of available types of imports. |
File to Import |
Enter (or browse for) the file that you would like to import. |
Output Options |
Specify the level of detail included in the output. |
The import process is triggered by pressing the Import button. All Warnings and Error messages are written to the screen and can then be saved if desired. While some line items may be found invalid and rejected, the remaining line items will be successfully imported and saved in the database. The rejected line items will be written out to a file on the Unanet server as well as displayed at the bottom of the Import results page. The rejected record file name will be the import name (from the Type of Import drop-down on the Admin>> Import page) , concatenated with a space and "Errors.csv" (e.g., Item - Master Errors.csv, Alternate.csv, etc.). The file will be placed in the Unanet temporary directory (which is defined by the Temp Directory (Fully Qualified Directory Name) (unanet.temp_directory) Unanet property). You can also click on the Download the error file link at the bottom of the Import results page (sample image follows).