Summary
Join Brian Hatch as he demonstrates the new permissions settings available for Scheduled Events in RecTrac versions 3.1.10.25 or newer.
Video
Transcript
00:00:00:00 - 00:00:30:13
Brian Hatch
In this video, we're going to review the topic of adding permissions to your scheduled events in RecTrac. This is available for any customer that's running 3.1.10.25 or newer and to highlight this example. We're going to go to scheduled events management and there are a number different types of events in RecTrac. There are your system or miscellaneous scheduled events.
00:00:30:13 - 00:00:53:04
Brian Hatch
I'm just going to filter down this list to that group. So there's always going to be your system related events that are going to be running in your database for a number of different reasons and purposes. One of those is your session cleaner. This runs every minute to do a check to see what open sessions you have in your database, and it's going to do a check against your static session settings to see what should be closed out to keep those cleaned up and up to date.
00:00:53:06 - 00:01:13:11
Brian Hatch
So that's one example of a system related schedule event. The schedule events, I think most management is going to be needed for is going to be the reporting type schedule events. So I narrow down my schedule program to only show reports I can see in my database. I actually have 73 different reports scheduled, so I think that's a higher number for just a local database.
00:01:13:14 - 00:01:34:17
Brian Hatch
And the reason for so many in my database is because I have a lot of different dashboards set up that are ultimately coming from a schedule report record. We are seeing increased form from customers that are scheduling their reports. We really encouraged that automation to be able to say, Hey, if you're going into RecTrac every day, week, month, run the report, kind of the same parameters.
00:01:34:19 - 00:01:58:12
Brian Hatch
We would really encourage you to schedule that and have it automatically emailed to you to save you that work when possible. So with that increased use, we're seeing an increased need for users to be able to manage those schedule reports. And there's really two different things you can manage from this screen. Number one, you can kind of just turn it off, inactivate or delete the scheduled event if it was no longer needed.
00:01:58:12 - 00:02:16:09
Brian Hatch
So that would be one use case. A lot of updates are often needed from when a report is initially scheduled, either from a mistake or just as needs change over time, you might want to change the frequency. So that change event you can get to the schedule generator screen and you can change the day of the week, the time it runs.
00:02:16:12 - 00:02:38:26
Brian Hatch
And some of those details just by having change from the screen. And then depending on the need of the change, you can also drill into the event settings by going to update event settings under more on report records. This is going to bring you back to the main report screen with your save settings already selected. So if you needed a change of criteria on a report schedule, you can do that.
00:02:38:26 - 00:03:11:14
Brian Hatch
If you needed a change in email address, for example, for who is actually getting that as new users and folks are getting introduced, you'd be able to do that through this method. And then ultimately, again, if you need to change the frequency, the schedule generator screen would display at the end. So being able to get to those and manage those is going to be a key tool, I think, for a lot of folks and why we want to add this new permission settings in one thing, there's a lot of concern from users that we don't want everybody to be able to get into this particular program and be able to manage everybody's scheduled events.
00:03:11:14 - 00:03:32:14
Brian Hatch
I want to be able to manage mine and handle my change requests as needed, but I don't want to change other users, you know, and make mistakes potentially. So that's where the permissions come into play and highlight those settings. I'm going to go to profile assignments and a scroll down and find my permission profiles, and I'm linked to my admin permissions.
00:03:32:14 - 00:03:54:23
Brian Hatch
I'm going to update that record. And we've added a new area at the bottom of this profile for scheduled events. Permission someone click on that to expand it. And we have four toggles that are available. The first one is giving the ability for users to schedule reports to begin with. So if you're looking to restrict down that capability for certain group of users, you can do that with this toggle.
00:03:54:26 - 00:04:20:01
Brian Hatch
The second setting is the ability to restrict down scheduling of processing for users. So this would be an example, might be scheduling installment billing, scheduling, accrual processing. A couple of examples on the processing side. The third toggles the ability for users to manage schedule events for everyone. So going back to my example, when I went to scheduled events management, I could see all scheduled events and that's because this toggle was turned on.
00:04:20:03 - 00:04:41:08
Brian Hatch
So I'm not going to turn that off to highlight that. And then the final toggle is the ability to get to those system miscellaneous schedule type events. I'm going to turn that off as well so we can highlight what that looks like. If I go and save and I'm going to go and closed scheduled events that I had open already and I'm really well here.
00:04:41:11 - 00:05:04:03
Brian Hatch
And the two changes I can see is that I can now only see the 73 items that are actually linked in my case to the user BRH That's why I'm logged in as in RecTrac. So now I can only see scheduled events that are linked to myself. And because that last toggle is turned off, I no longer can see any of the miscellaneous type events or system related items that I probably don't need to see anyways.
00:05:04:06 - 00:05:29:07
Brian Hatch
I can no longer see those here in this management program. So I think it's going to be a really common change that folks are going to want to make you a lot with that change if users don't already have access to this because it was stricter down before we had this setting. You might also need to adjust menu permissions or menu settings so they can access events management and be able to manage their events on their own.
00:05:29:10 - 00:05:33:09
Brian Hatch
But that is a review of permissions on scheduled events in RecTrac.