Grant Supervision Through Access Roles

Explanation

This activity is used to define supervision rights of a person or an employee.

Depending on your intentions, this activity can be performed in two ways:

• If you want to manage access from the supervisor's perspective, follow the first procedure. Use it to manage supervision from the perspective of a single supervisor, assigning him control over many organization units.
• If you want to manage access from the organization's perspective, follow the second procedure. Use it to manage supervision from the perspective of an organization unit, assigning to it multiple supervisors.

Prerequisites

In order to perform this activity:

• Access roles have to be defined in the Access Roles window.
• An employee or a person has to be registered in the system.
• An organization structure has to be defined in the Graphical Organization Structure window.

System Effects

As a result of this activity, an employee or a person will be granted supervision over selected employees.

Window

Supervisor - Access Setup
Graphical Organization Structure

Related Window Descriptions

Supervisor - Access Setup, Supervisor - Access Setup/Access Setup, Graphical Organization Structure/Access

Procedure

To manage supervision form the supervisor's perspective (control access of one supervisor over many units):

1. Open the Supervisor - Access Setup window.
2. Search or populate to find the employee or a person whom you want to make a supervisor.
3. On the Access Setup tab, ensure that Selected Unit and All options (located above the organization tree) are active. This will show all organization units to which access can be granted.
4. Select a business unit from the graphical object structure (Organization Tree). All employees assigned to the unit will become subordinates of the supervisor selected in step 2.
5. On the Access Setup tab, add a new record.
6. In the Role field, select the access role, that will specify to what data the supervisor will have access.
7. Leave Position ID and Position Title blank.
8. In the Valid From and Valid To fields, enter the validity period for the supervision assignment.
9. If Include Subordinates check box is selected, the supervisor will receive access to the business unit selected in the graphical object structure and all subordinate units.
10. By default, the supervisor will only see transactions registered during his access validity period. To make him see transactions from a different period, you can:
    • Select Manual Entry Trans. From check box and enter a date in the Trans. From field. This date specifies from how far back the supervisor can see transactions.
    • Select Manual Entry Trans. To check box and enter a date in the Trans. To field. Supervisor will not be able to see transactions after this date.
11. Save the information.

To manage supervision from the organization unit's perspective (control access of many supervisors over a single unit):

1. Open the Graphical Organization Structure window.
2. Search or populate to find the relevant organization structure.
3. Select the organization unit to which you want to assign supervisors. Note that they will not become members of the organization unit.
4. Navigate to the Access tab and add a new record.
5. In the Supervisor Type field, select if the supervisor is a person or an employee. This will determine the list of available identifiers in step 7. You can use the list of values.
6. If you selected the Employee value in step 5, enter the identifier of the employee's company in the Company ID field. You can use the list of values.
   Note: If you selected the Person option, leave the field empty.
7. In the Supervisor ID field, enter the identifier of a business unit:
   If you selected Employee in step 5, enter the ID of an employee who will receive supervision over the organization unit. You can use the list of values.
   If you selected Person in step 5, enter the ID of a person who will receive supervision over the organization unit. You can use the list of values.
8. In the Role ID field, enter the identifier of an access role. This access role will determine what are the access rights of the supervisor.
9. If Subordinates check box is selected, the supervisor will receive access to the selected organization unit and all subordinate units.
10. In the Valid From and Valid To fields, enter the validity period for the supervision assignment.
11. By default, the supervisor will only see transaction data from his access validity period. To make him see transactions from a different period, you can:
    • Select Manual Entry Trans. From check box and enter a date in the Trans. From field. This date specifies from how far back the supervisor can see transactions.
    • Select Manual Entry Trans To check box and enter a date in the Trans. To field. Supervisor will not be able to see transactions after this date.
12. Save the information.