People Organization Access

The Organization Access menu option (on the People Profile screen) is used to control which people or project organizations the current user has access to. (This feature therefore can be used to grant or restrict access to people and project data). As roles are added for the current user on the Roles tab (or via the Person Import), new entries will appear on this screen.

Topics covered on this help page include:

Organization Access - List (list of organization access per assigned user role)
Organization Access - Default Settings (properties to define All or None upon addition of a role)
Organization Access - Edit (specifying All, None or a specific list of Orgs)

IMPORTANT: For the project oriented roles, this feature works in conjunction with the settings defined on each project's Access tab. For the manager role, this feature works in addition to the manager's Approval Group relationships.

For a more complete discussion regarding limiting user visibility see Restrict View.

You may also be interested in:

Restrict View (for a more complete discussion regarding limiting user visibility)
Organizations (parent / child organization relationships are maintained on this screen)
Organization Access Import (organization access details can be maintained in bulk via this import)
Project Profile >> Access (this feature works in conjunction with the Project Profile >> Access settings on each project)
FAQ - Why can't Project Managers assign users to their projects? (search for this topic in the Knowledge Center)

Organization Access List

Many, but not all, of the roles on the Person Profile >> Roles tab can have their visibility to Unanet data limited by Organization. As roles are added via the roles tab, new entries for those roles will appear in this screen. Using the pencil icon, you can refine the visibility by role. The screen shot below includes all of the roles that are subject to Organization Access configuration.

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.

Field Descriptions (click on a link below for additional information)

List - Icon Controls (to define the universe of organizations this user has access to)
Role
Access Type
Organization / Legal Entity Access

Organization Access - Default Settings

The default value of All or None will be specified for each new role added based on one of the following properties (under Unanet >> Access/Permissions >> Organization Access - Default to "All"):

Organization Access Edit

Clicking on the edit pencil for a specific entry will display the edit screen where you can specify All, None or Selected individual Organizations to include. Note that when you select a parent org, by default, all subordinate/children organizations are also selected.

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

As a visual aide, all selected organizations will appear in a bold font. Organizations listed in a light gray font indicate that a child organization is selected somewhere in that organizational hierarchy. It is currently not possible to select a parent organization without also including all children organizations.

If you have many organizations and a deep organizational hierarchy, you may need to use the Search facility to assist with locating an organization. Clicking on the Search link () in the upper right will present a screen which resembles the following:

You can use the Code and Name fields to search for Organizations by Organization Code or Organization Name. Any entries that match the search criteria will be listed below the search criteria and you can click on entries in that listing which will find that matching Organization in the hierarchical listing on the right.

The Search window can be closed using the Close icon ().

When using Unanet Financials, note that for the GL Viewer and GL Budget Manager roles, you will have two "Selected" options you may configure (one for Legal Entities and one for Financial Organizations). This can help you control data visibility on Financial Reports at a more granular level.

Note that regardless of the users Person Profile >> Org Access settings and the settings on the Project >> Access tab, any user explicitly associated with a project via an association on the Project Administrators tabs will have access to that project.

Note that the Resource Planners and Resource Assigners can have their visibility to the users they can plan / assign and report on limited via the Person Profile >> Organization Access screen as well as these restrictions available for which projects they can access.