Limiting  Access to a sub-set of employees

 Applicable version : 2.32g and later

Summary :
Some sites wish to have multiple managers using the system. Each manager is responsible for a sub-set of employees, and shouldn't have access to the other employees. The restrictions apply to the editing, and reporting, of employees.

Requirements :
The TNA 2000 Licence must be set to Standard or higher. Must have at least version 2.32g installed.

Method:
The method used is simple, yet very powerful.  However it encompasses settings in 2 separate places, so follow the directions carefully.

  (For purposes of this example we'll assume we're setting up a user, Bob, who only has access to employees on the W01 shift, or who are in the Painting department (Department code 4).)

 1. The users are first Grouped together using the normal method. (I.e. Config module, Employee Setup menu, Group Selections item).  You can use any criteria you like to make the group. You may ultimately choose to make more than 1 group. For example, for Bob, we could make a group containing all his subjects;

Group 1 : (Emp:Department = 4 or Emp:TimeLineCode = >W01')

plus we can make a group for the two parts;

Group 2 : (Emp:Department = 4)

Group 3 : (Emp:TimeLineCode = >W01')

 Note that the first group is sufficient, the other 2 are merely used if Bob wants to do a report on one of the groups.

 2.  The important thing is to set The WORKGROUP setting for each of these groups. This setting can be found on the Advanced Tab when editing the group criteria. Pick a number from 1 to 32000. Start with 1, and go up from there. In this case we would set all three of the above groups to be in Workgroup 1.

 Tip : Don't let the terminology confuse you. This AWorkgroup@ has nothing to do with the employee WorkGroup classification.

 3. The last step is to set Bob's WorkGroup to be the same number. To do this you will need to;

a) Go to the User module. Go to the Security menu. Go to the Browse Users item.

b) Select the User (in this case Bob). Click on the Change button.

c) Set the WorkGroup for the User to be same as you used for the groups in step (2) above.

 
4. Repeat step 3 for the Report, and (if necessary) the HR module.

Once all this is completed, then in the User module Bob will only have access to the Employees who are either in Department 4 or Shift W01. In addition, in the Report module, he will only have access to these employees, and the 3 groups we created in step 2.