Introduction

User access levels to Expenses/Mileage vary depending on the permissions assigned under the Users section. These permissions determine whether a user has more or less access to these features.


A. Problem statement

The Expenses/Mileage module currently lacks a differentiated access system that accommodates both admin and regular users effectively. While admins require broader permissions for comprehensive management features, regular users need restricted access tailored to standard usage. There is a need to refine the module to ensure it operates consistently for all users while granting additional capabilities to selected users based on their roles and permissions.


B. Solution

To resolve the current limitations in user access within the Expenses/Mileage module, we will introduce a configurable admin permissions system under the Users tab. This enhancement will enable administrators from various clients to selectively grant user-specific access to certain features of the Expenses/Mileage module. By implementing this flexible, role-based access control, we can ensure that each user has the appropriate functionality tailored to their needs and responsibilities.


Adding By User Filter Permissions 

Step 1:

Go to the Admin dropdown and select the Users tab.

Step 2:

Identify the user for whom you want to enable By User filtering capabilities, then proceed to their Doc Types tab.

Step 3:

Under the Doc Types, find the Board of Education: Mileage option. Ensure that the permissions for Search, View, and Unrestricted access are all enabled for this user.

Step 4:

After verifying that all appropriate boxes are checked, click the Save button to apply the changes.


Step 5:

Instruct the user to verify whether the By User dropdown is now available on their Expenses/Mileage page, confirming successful modification of their access permissions.


Note: They may need to refresh before it will show if they were sitting on the page as the admin gave the permissions.


Adding Show Account Code

Expense Version


Step 1: Consolidation of Controls

  • To simplify the user interface and avoid the tight association with Expenses or Requisitions categories, the checkboxes for Allow Over Budget, Allow Balance View, and Show Account Code have been strategically relocated to a single row.

Step 2: Conditional Visibility of the Show Account Code

  • The Show Account Code feature is now context-sensitive and will automatically be hidden when neither Expenses nor Requisitions features are activated.

Step 3: Dynamic Display Based on Feature Activation

  • The Show Account Code checkbox will reappear and be available for use whenever either the Expenses or Requisitions settings are enabled, or both.

  • The box that is checked will then show the account like with requisitions shown below. If it is unchecked, the account code will disappear from the grid. 



Classic Version:

Step 1: Adapting to the Classic Interface

  • In the classic version of the interface, the process remains consistent with the new structure; however, Expenses will now be labeled as Mileage. This alteration ensures that terminology and functionality align seamlessly with the traditional user experience.

C. Best Practices

  1. Clear Navigation: Always start by accessing the Users page from the Admin dropdown to maintain a structured approach to permission settings.
  2. Precise User Selection: Carefully identify and select the intended user to avoid mistakenly altering permissions for the wrong account.
  3. Detailed Permission Checks: Thoroughly review and check essential permissions such as Search, View, and Unrestricted access for specific document types or modules this user needs to work with.
  4. Confirmation of Changes: Always save changes immediately after adjustment to ensure that all modifications are applied without loss.
  5. Verify Outcomes: Have users confirm the effectiveness of the new settings by checking for the activation of required features, such as the By User dropdown. This ensures that adjustments have been correctly implemented and are functioning as intended.
  6. Implement Conditional Logic: Utilize conditional visibility for the Show Account Code setting to enhance UI responsiveness and relevancy. This setting should only appear when pertinent features like Expenses or Requisitions are active. This practice prevents confusion and maintains a focused user experience.


D. Troubleshooting

  1. Review Permission Settings: Return to the Admin > Users page and confirm that the right user profile was selected and that the appropriate permissions (Search, View, Unrestricted access) have been correctly checked under the Doc Types tab.
  2. Save Configuration: Ensure that changes were saved properly. Sometimes, settings may not be applied if the save was interrupted or not executed. It may be worth saving the settings again to ensure they are captured.
  3. User Verification: Have the end user log out and then log back into the system to ensure that all session data are refreshed, which can help in recognizing new configurations.
  4. Verify Feature Activation: Ensure that the features potentially linked to these controls, such as Expenses or Requisitions, are appropriately activated. Check that these are not inadvertently disabled, as the Show Account Code only appears when these features are active.
  5. Support Consultation: If the issue persists after following the aforementioned steps, escalate the issue to Support or a system administrator who may have deeper insights or access to background settings that could be influencing the permission malfunctions.


E. Related articles

Expense/Mileage Site Settings 


Conclusion

Implementing and managing user-specific filter permissions in the SCView platform, specifically for functionalities such as the By User filter in the Expenses/Mileage module, requires careful attention to detail and systematic verification procedures. By meticulously following best practices for setting permissions, confirming settings with a save, and verifying with end-users, administrators can ensure that access controls are correctly implemented and operational. Should any issues arise, a structured troubleshooting approach will assist in quickly identifying and resolving problems, thereby maintaining the integrity and functionality of user permissions. This ensures that all users have the appropriate access needed to perform their roles efficiently and securely within the system.