Authorization

The Authorization screen allows you to:

Authorization role and policy for access to the Authorization screen

To view the Authorization screen, you need to have the Authorization policy, which is included in the standard SYS Role Administrator role (or an equivalent replicated role). The Data Access on the role with the Authorization policy determines which templates you can see and work with, and which employees and organization units can be managed. To see and apply a template, you must have equal or greater Data Access than all of the Data Access on all of the roles within that template.

Example 

For each of the following scenarios, assume your SYS Role Administrator role gives you Data Access only to Facility A.

  • Template 1 has the TA Administrator authorization role and you have Data Access to it for Facility A. You will be able to see Template 1 because Data Access on your SYS Role Administrator role and your TA Administrator role both allow it.

  • Template 2 has the TA Administrator authorization role but you have Data Access to it for Facility B. You will not be able to see Template 2 because your SYS Role Administrator role does not allow access to Facility B.

  • Template 3 has the TA Administrator authorization role and you have Data Access to it for Facility A and for Facility B. You will not be able to see Template 3 because your SYS Role Administrator role does not allow access to Facility B.

Workflows

The Assign Template option is used to assign previously created authorization templates to selected employees or organization units.

To assign an authorization template to one or more employees or organization units, complete the following steps.

  1. Navigate to Configuration > System > Authorization.

  2. Under Workflows, select Assign Template and click Start.

    The existing templates appear, separated into two groups: Employee templates and Organization Unit templates.

  3. Select the Employee or Organization Unit tab.

  4. Select the template you want to assign.

    Authorization roles assigned to this template appear in the right pane.

  5. Click Next

  6. Enter the search criteria to find employees or organization units to assign the template to.

    For employee templates:

    • Enter the search criteria for the employee.

      You can search by any combination of an employee's first name, last name, preferred name, and employee code.

    For organization unit templates:

    • Enter the search criteria for the organization unit.

      You can search by any combination of an organization unit's code, description, organization level, and whether to include children records.

      • Organization Level: This list contains all the levels of your organization's structure.

        With this option alone or in combination with other criteria, you can, for example, search for all facilities or for all departments that start with a code of 5N.

      • Include Organization Children: Use these filters to include only the organization units you are searching for or to also include their child organization units under them.

        None: Only the organization units that match the other criteria are included in the search results. No organization units under those in the search results are included.

        All: All the child organization units in all the organization levels under the parent organization units are included in the search results.

        Structure: Similar to the All option, the child organization units under the parent organization units are included in the search results, but the results are limited to the main organization structure levels, known as the trunk, branch, and leaf levels.

        To help explain, he following table shows what is included in the search results if you select "Facility" in the Organization Level field along with the various options in the Include Organization Children field. "Yes" means it will appear in the search results.

        • Organization Unit Level

        Structure Level

        Option:

        None

        Option:

        All

        Option:

        Structure

        Facility

        Trunk

        Yes

        Yes

        Yes

        Division

        None

        No

        Yes

        No

        Region

        None

        No

        Yes

        No

        Department

        Branch

        No

        Yes

        Yes

        Reporting Unit

        Leaf

        No

        Yes

        Yes

  7. Click Search.

  8. Select at least one employee or organization unit.

    Your selections appear in the right pane.

    Tip  

    Clear a check mark or click the X next to an employee name or organization unit to remove it from your list.

  9. If needed, repeat steps 6 - 8 to search for additional employees or organization units.

    By doing this, you can build upon your selections from previous searches.

  10. When all the needed employees are selected, click Complete.

    The employees or organization units are now assigned the authorization template.