Introduction

In organizations, managing access to financial documents such as AP Checks, Invoices, and Purchase Orders is crucial for maintaining data security and compliance. MySCView offers a structured approach to control user and group permissions for viewing these sensitive documents within the Financial Packet Doc Type category.


A. Problem Statement

Challenges arise when needing to balance secure access to financial documents while ensuring that the right individuals and groups have the appropriate level of visibility to perform their roles effectively. It is common to encounter situations where access needs to be restricted based on specific user roles or document ownership, complicating the permissions settings.


B. Solution

MySCView addresses this need by providing two main ways to manage access to the Financial Packet documents: granting full permissions or restricting access to documents owned by the user. This is done through a user-friendly interface where administrators can easily assign and modify permissions by navigating through specific tabs and selecting appropriate checkboxes related to document types and access levels.


The Financial Packet Doc Type covers AP Checks, Invoices, Invoices - Approved, Memo Checks, and Purchase Orders. 


There are two different ways to give a user or group access to viewing these documents.

    1. Give them full permissions for Financial Packet.

    2. Restrict their access to their own documents in Financial Packet.



Where to go:

1. Log into myscview.com with your credentials.


2. Go to the Admin dropdown in the top bar and click on Users.

3. If you would like to set permissions for a group (User, Approver, Admin, etc.), find the name of the group and double-click on it. Double-clicking will take you directly into Edit mode for that group.


If you would like to set permissions for an individual user, find the name of the user and double-click on it. Double-clicking will take you directly into Edit mode for that user.


4. Click on the Doc Types tab. You will now see all of your doc types and what permissions this group or user has.

5. If you select the checkbox to the left of the Financial Packet column, this will place a checkmark under every column but Delete. You will need to select Delete individually if you wish for that permission.



The Unrestricted Checkbox

If you select the Unrestricted checkbox on Financial Packet, this user will see documents within the Financial Packet from every user.


If you do not select the Unrestricted checkbox, the user will only be able to view his own documents within the Financial Packet. 


Note: Be sure to click the Save button before leaving the page in order to save 
these changes. If you are setting permissions for a group, all users belonging to 
that group will be affected.


Permissions are completely dependent on what you wish for the specific user or group.


C. Best Practices

  • Regular Reviews of Access Privileges: Periodically review permissions to ensure they still align with the user roles and organizational policies.
  • Clear Role Definitions: Clearly define roles within the organization to facilitate easier permissions settings.
  • Use of Groups for Permission Management: Utilize groups to manage permissions efficiently where users with similar roles can be grouped together to streamline the administrative effort.


D. Troubleshooting

  • Access Issues: If a user reports inability to view certain documents, verify that their permissions are correctly set, ensuring that the right checkboxes are checked or unchecked.
  • Incorrect Permissions Assignment: Double-check whether permissions were granted on an individual or group basis if there are discrepancies in what users can access.
  • Changes Not Taking Effect: Ensure that all changes are saved before exiting the permissions page. Sometimes, unsaved changes might lead to inconsistencies in the permissions set.


E. Related Articles

Users: Setting Up Account Filtering 

Users: Change owner or requestor

Users: User Manager - Add and Edit  


Conclusion

Effectively managing document access within MySCView by setting appropriate permissions for the Financial Packet Doc Type is essential for operational security and efficiency. By following the steps to set and modify user and group permissions, administrators can ensure that the access to financial documents is properly controlled. This not only safeguards sensitive information but also supports compliance with organizational policies and roles. Understanding and applying these access control measures correctly helps in maintaining the integrity and confidentiality of financial documents within the organization.