Import Organization Access

This feature allows for the importing of Organization Access information for existing users.  This information can be manually managed via the Person Profile >> Organization Access screen.  

Roles

This screen is available to users having any of the following roles: Administrator and P&R Administrator

License

This feature is available with any Unanet edition.

 

Note that granting a Project Manager, Project Viewer, Resource Planner, Resource Assigner or Resource Requestor access to specific project organizations does not necessarily provide the user with access to all projects within those organizations as this feature works in conjunction with various project level access settings.  Also note that you can assign no global access (e.g., !NONE!)  to project organizations and explicitly grant these roles access on a project by project basis.

As roles are added to a Unanet user, entries will automatically appear in the Organization Access tables for that user.  The default value for the Organization Access can be configured via the following properties (under Unanet >> Access/Permissions >> Organization Access - Default to "All"):

  1.  

 

Performance Tip Note:  Depending on the number of users in your installation and other factors such as the overall performance of your platform, the activity of importing one or many files may take up to several minutes.  Should this be the case with your installation, you may want to consider running these processes at non-peak times to minimize database contention.

 

 

Topics covered on this help page include:

Import File Record Layout

IMPORTANT: Note that there are multiple places within this documentation that say you MUST use double quotes for the strings in your import. If you are working in Excel, Excel will provide the double quotes and thus you do not need to add them in manually. Manually adding double quotes within Excel would result in multiple sets of double quotes in the resulting .csv file and thus cause an error (should you attempt to import that resulting file). Please see Excel Tips for more information.

 

 

 

Field Header Name

Required/Comments

1

A

Username

ALWAYS REQUIRED. Unique username (user id), for example JDoe or jdoe (it does not need to be capitalized.)  This value must match an existing Username value defined in your system.  If the Username you are trying to import does not already exist in the database,  the entire record will be rejected.

2

B

Role

ALWAYS REQUIRED.  This field will indicate to which user role you are defining access permissions.  If the user you are attempting to import organization access permissions to does not have the role specified in this field, the entire record will be rejected.

The valid values include:

Standard Roles

  • billingManager

  • billingViewer

  • contactManager

  • contactViewer

  • contractManager

  • contractViewer

  • HRAdministrator

  • manager

  • projectManager

  • projectViewer

  • resourceAssigner

  • resourcePlanner

  • resourceRequestor

  • viewer

 

Financial Roles

  • apPoster

  • apUser

  • apViewer

  • arPoster

  • arUser

  • arViewer

  • documentManager

  • documentViewer

  • glPoster

  • glUser

  • glViewer

  • glBudgetManager

  • poOwner

  • projectDocumentViewer

  • projectPOViewer

  • projectPRViewer

  • purchaseOrderAssigner

  • purchaseOrderViewer

  • purchaseRequestor

  • purchaseRequisitionViewer

  • purchaser

  • viUser

 

 

resourceManager - beginning with version 9.3, this role is no longer recognized within Unanet.   It was replaced by two new roles.  For backward compatibility, if this role is encountered in this import, it will be substituted with both the resourcePlanner and resourceAssigner roles.  This substitution will be discontinued in a future version so you should start using the two new roles.

Note that you can only include one role per import record line.  If you need to define organization access permissions for an individual user for more than one role, you will need to add several lines to the import file.

Note: If user is an activation approver for a vendor organization, you cannot remove their access to the organization.

3

C

Access_Type

 

ALWAYS REQUIRED. This field will indicate which type of organization association is being created.  The valid values include (case does not matter):

  • Contact (only valid w/ Role = contactManager or contactViewer)

  • Person  (only valid w/ Role = HRAdministrator, manager, viewer, resourceAssigner or resourcePlanner, purchaseRequestor, purchaseRequisitionViewer, purchaseOrderAssigner, purchaseOrderViewer)

  • Project  (only valid w/ Role = billingManager, billingViewer, projectDocumentViewer, projectManager, projectViewer, resourceAssigner, resourcePlanner, resourceRequestor, projectPOViewer, projectPRViewer)

  • Owning (only valid w/ Role = billingManager, billingViewer, contractManager, contractViewer, projectDocumentViewer, projectManager, projectViewer, resourceAssigner, resourcePlanner, resourceRequestor, projectPOViewer, projectPRViewer)

  • Financial (only valid w/ Role = apPoster,apUser,apViewer,arPoster,arUser,arViewer,documentManager,documentViewer,glPoster,glUser,glViewer, glBudgetManager, purchaseRequestor, purchaseRequisitionViewer, purchaser, purchaseOrderAssigner, purchaseOrderViewer)

  • Document (only valid w/ Role = documentManager, documentViewer)

  • Vendor (only valid w/ Role = viUser, purchaseOrderViewer)

4

D

Org_Access

ALWAYS REQUIRED.  This field identifies the organizations to which the user will have access. Valid values for this field include:

  • !ALL! -- When this option is used, it should be the only value specified in this field.  This value will indicate that no specific list of organizations needs to be populated, and the users may have access to all organizations.  

  • !NONE! -- When this option is used, it should be the only value specified in this field. This entry will indicate that the user has no access to organizations.  

  • Comma separated list of Organization Codes --  Specify one or many Organization Codes (People or Project organizations depending on the Role/Access Type for this record) to which you wish to grant access. The Organization Code values must match an existing Organization Code value defined in your system.

    Hierarchical Organization Note    : When identifying specific organizations, note that all children organizations are automatically included when you select a parent organization, thus it is not necessary to include all organizations if you have a defined organizational hierarchy. If you include both a parent and child organization within the same tree branch, the child entry will be ignored as it will be implicitly included along with all other children of the imported parent org.

 

Note: If the user is also designated as a subcontractor on the Person Profile>>Roles tab (available with the Project Financials licenses), then the following restrictions apply:

  • For Purchase Order Viewer or VI User, the Vendor organization access is limited to the user's person organization, and Financial organization access is limited to legal entities of the vendor profile or all available vendor profiles for that user's organization. The "All" option is not available.

  • For Manager or HR Administrator, the Person organization access is limited to the user's person organization. The "All" option is not available.

  • For Purchase Order Assigner, the Person organization access is limited to the user's person organization, and Financial organization access is limited to legal entities of the vendor profile or all available vendor profiles for that user's organization. The "All" option is not available.

  • Sub organizations are not automatically included for subcontractors.

 

Important Update Note: If an entry already exists for this user / role / access type combination, any existing entries will be removed and replaced with the newly imported record.  For example, if your intention is to add an additional organization to the list of allowable organizations, you would not want to simply run an import with one entry. Instead, import a record that has all of the previous entries plus the new entry.  You can get a listing of existing roles via the organization access export screens.

5

E

Legal_Entity_Ind

This field is intended to be used with the Unanet Financials functionality.  When the Access_Type field is "Financial", then this field will determine whether the Selected Orgs are of type "Selected Legal Entities" or "Selected Financial Organizations", and the list of organizations in the Org_Access field must be Financial Organizations (active and inactive allowed).

Valid values include "Y" (indicating the current entry represents "Selected Legal Entities" and the system will enforce that those organizations specified in the Org_Access field are Legal Entities) or "N" (indicating the current entry represents "Selected Financial Organizations").

If no value is specified in this field, the validation will be based on the value currently associated with the user's existing record in the system.

 

Note: Check out the Unanet Data Model for specific field data types, lengths, and other attributes.

Import File Format

The file to import must be saved in a comma delimited format.   The fields can be enclosed in double quotes -- which would be particularly necessary should the data being imported contain commas.

Importing a Sub-Set of Columns using a Field Header Record

If you are not using the default column layout sequence as defined above, you must include a header record (prefixed with an asterisk *), containing the column Header Names for those columns you are including in the import file (to indicate what data is contained in each column).  The specific Header Names for each column are listed in the table above.

Excel Template

You can create the comma delimited import file with any number of tools.  For those interested in using an Excel spreadsheet to create the file, you can download an Excel Template with predefined headers.  

See the Excel Tips regarding the use of double quotes and more.

Import Screen

The Import Organization Access screen simply looks like:

Field Descriptions:

Field

Description

Type of Import

Select the appropriate import type from the list of available types of imports.

File to Import

Enter (or browse for) the file that you would like to import.

Output Options

Specify the level of detail included in the output.  

 

The import process is triggered by pressing the Import button.  All Warnings and Error messages are written to the screen and can then be saved if desired.  While some line items may be found invalid and rejected, the remaining line items will be successfully imported and saved in the database.  The rejected line items will be written out to a file on the Unanet server as well as displayed at the bottom of the Import results page. The rejected record file name will be the import name (from the Type of Import drop-down on the Admin>> Import page) , concatenated with a space and "Errors.csv" (e.g., Item - Master Errors.csv, Alternate.csv, etc.). The file will be placed in the Unanet temporary directory (which is defined by the Temp Directory (Fully Qualified Directory Name) (unanet.temp_directory) Unanet property). You can also click on the Download the error file link at the bottom of the Import results page (sample image follows).

 

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