Authorizations: Authorization (Admin) Views

Authorization views are groups of units and accounts that belong to an electronic office. By linking an authorization view to a desk, electronic office managers and delegates can grant individuals access to the units and accounts that are in the view.

The Authorization (Admin) Views page displays details for the authorization views that belong to an electronic office. While viewing an office, the page can be found under the Authorizations tab. You can also click Authorization (Admin) Views in the Navigation Menu.

The page displays a table containing the following columns:

Auth (Admin) View: The name chosen for an authorization view when it was created. Once an authorization view is created, it cannot be renamed.
Description: The description of an authorization view. A description is required, but it can be changed at any time.
Units/Accounts: Provides a link to view the units and accounts in the authorization view.
Linked Desks: Provides a link to view the desks that are linked to an authorization view.
Delete View: Provides the option to delete the authorization view. Only office managers and delegates will see this column.
Note: An authorization view that is named after a unit code will not have a delete option. These views were automatically created when units were moved into your office and cannot be deleted.

Create/Delete Authorization Views

To create a new authorization view:

Click [ADD AUTHORIZATION (ADMIN) VIEW]. An entry line will appear above the table.
Type a name for the new authorization view in the Name field.
Note: Authorization view names must be unique across all electronic offices. A red failure message will be displayed if you attempt to add a name that already exists.
Type a description for the new authorization view in the Description field.
Click Add. The new authorization view will appear at the top of the table.
Note: When an authorization view is created, it is automatically linked to the default office manager desk.

To delete an authorization view:

Find the authorization view you want to delete and click the red X in the Delete View column. A dialogue box will ask you if you are sure you want to delete.
Click OK. The authorization view will no longer appear in the table.

Note: Because deleting authorization views can have adverse effects on document processing, verify that it is no longer needed for document creation, processing, and approvals. Also make sure that no documents using units or accounts in the authorization view are in the middle of routing.

Once an authorization view has been created, it cannot be renamed; however, the description can be updated at any time. To update the description:

Click [EDIT] next to the description to unlock the field.
Type the new description.
Click Save. The updated description will appear.

Units/Accounts

The Units/Accounts column displays links that indicate how many units or accounts are assigned to authorization views. Clicking [UNITS(X)/ACCOUNTS(X)] will display the Units/Accounts box, which allows you to view and update the units or accounts in the authorization view.

The Units/Accounts box displays a table containing the following columns:

Type: Identifies whether the item is a unit or account.
Unit/Account: Identifies the unit or account number.
Hierarchy Type: Identifies whether a unit is a funding unit, organizational unit, or both. This column will always be blank for accounts.
Note: A unit can be a funding unit, an organizational unit, or both.
Delete: Provides the option to remove the unit or account from the authorization view. Only office managers and delegates will see this column.
Note: A unit code cannot be deleted from the authorization view that was created when the unit was moved into your office.

To add a new unit or account to an authorization view:

Click [ADD UNIT/ACCOUNT].
Select whether you are adding a unit or an account next to Type.
Type the unit or account number in the Unit/Acct field.
Hint: Masking allows you to add multiple units or accounts to an authorization view. You can enter periods (.) as placeholders to include all accounts within a budget group (12345678..).
Click Add. The unit or account will appear at the top of the table.

To remove a unit or account from an authorization view:

Find the unit or account you want to remove and click the red X in the Delete column. A dialogue box will ask you if you are sure you want to delete.
Click OK. The unit or account will no longer appear in the table.

Note: Because deleting units or accounts can have adverse effects on document processing, verify that they are no longer needed for document creation, processing, and approvals. Also make sure that no documents using the units or accounts are in the middle of routing.

Linked Desks

Clicking [DESKS LINKED TO VIEWS] will display the Linked Desks box. The Linked Desks box allows you to view and update the desks that are linked to an authorization view.

Note: If no desks are linked to the view, [LINK DESK] will appear.

To create the link between an authorization view and a desk:

Click [ADD NEW DESK/VIEW].
Type the name of the desk you want to link to the authorization view in the Desk to Link field.
Hint: If you do not know the desk name, you can use the look-up tool to search for it.
Click Link. The new linked desk/view will appear at the top of the table.

To break the link between an authorization view and desk:

Find the linked desk/view you want to remove and click the red X in the Delete column. A dialog box will ask if you are sure you want to delete.
Click OK. The linked desk/view will no longer appear.

Note: Because breaking the link between a desk and an authorization view can have adverse effects on document processing, verify that the linked desk/view is no longer needed for document creation, processing, and approvals. Also make sure that no documents created using the linked desk/view are in the middle of routing.