Topic Doc: Permissions Profile, Permissions Codes, Override Codes, Sites
Table of Contents
Document Summary
This Topic Document is going to provide the basic information you need to set up the Permissions Profile, Permissions Codes, and Override Codes in RecTrac and will use the Activity Module as an example. Permissions are applied very similarly to other RecTrac Modules: Facilities, Passes, and etc…. You will create a Permissions Profile, create Permissions Codes and assign them to an Activity, create Override Codes and assign them to rules, and an User ID.
Before you begin, a bit of background
Permissions within RecTrac covers three general areas, and this topic doc covers only #3 - Permissions Profile:
- Menu Security (Beyond the scope of this document) - What programs and reports can I access through RecTrac menus? This can be set for specific users and groups of users, and helps ensure he/she only has those functions within RecTrac needed for his/her job. Clerks who predominately enter data (i.e., process transactions), do not need access to many reports and bulk-change operations within RecTrac, and therefore it makes sense to have a set of menu restrictions that all clerks use and assign it to them. Managers need to produce reports, run processes (i.e., end of shift processes) and require a different set of menu access privileges. Additionally, you can remove reports and operations that your organization does not use within RecTrac to avoid confusion.
- Screen Design (Beyond the scope of this document) - Which tabs and fields can I see within specific RecTrac screens? Screens often have multiple tabs and a variety of fields on them, some you may want to restrict access to specific individuals or just remove them across the board. With Screen Design, you can establish multiple versions of a screen (i.e., a clerk version and a manager version) that looks different. Giving staff only the fields and tabs they need to use their job which has many advantages. You can streamline the workflow and make it easy for your staff, removing those fields you do not enter as an organization to avoid questions and confusion. You can restrict sensitive fields that only a few select individuals edit, and prevent others from doing so.
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Permissions Profile- This covers granting access to a subset of records (just pool activities), a subset of functions within an editor (managers can change activities but NOT add or delete activities), overrides (i.e., activity enrollment maximums or rule overrides), and Sites.
- Granting access to only a subset of records - You have many activities, passes, facilities, and other records stored within RecTrac. Depending on local policy, a location may only see their activities, passes and facilities, and not any others. You can ensure that the pool staff only sees their pool activities, pass, and facilities to simplify their work. For Example: At the pool center, they sell pool passes, various activities (i.e., youth swim classes for various age groups), and patrons can rent swim lanes for parties and group events. When your clerks sell these items, they should not have to scroll through hundreds of other records specific to only other locations. Your policy states the pool center can only sell pool-related things, the outdoor center can only sell put-door-related things, and etc…. You can, however, allow pool staff to run inquires-only when patrons ask about availability of an activity at the senior center.
- Granting access to only a subset of editor functions - To continue with the above example, only directors might be allowed to create and delete the activities and sections your organization needs. However, departmental managers (i.e., pool managers) are allowed to only edit their activities in order to tailor the activity descriptions to their needs. In this case, you cannot simply remove manager's file maintenance access to activities. Rather, you want to restrict which functions within that activity file maintenance editor that are allowed for them. To accomplish this in RecTrac, you would do the following. For pool the manager's Permissions Profile, you can grant them Maintenance Change permissions for the prefix 'AR' Activities tables with the Access Code of Pool (one table for activities and another for sections), and you would leave Administrator Only set for the Maintenance Delete and Maintenance Add functions.
- Overrides - This section looks at two examples of overrides, activity enrollment overrides, and rule overrides. For Example: By default, you cannot override pool activity maximum enrollments unless you are assigned the Pool Clerk Permissions Profile. Activities have rules, such as you MUST be 18 years old to enroll and you might have a patron who is 17 years and 10 months old, and you want to allow clerks discretion to override when needed.
- Sites - Used by large deployments (such as many military bases within one database) where additional security needs to be applied. Enables you to have one database that segregates data at login to only the Site in which a user works. Reports and records shown are limited to just the Site in which the user works.
To tie 1-3 together
Lets look at how the above-mentioned permissions work together within RecTrac. Create Menu Security for specific roles (i.e., clerks, managers) to remove menus and menu items that are not necessary (i.e., clerks should not be running reports or file maintenance procedures). Use Screen Design to create role-specific versions of screens with only the fields/tabs they should be able to see (i.e., clerks are not allowed to see X and Y fields on households, whereas managers can see it all) and then assign those through appropriate menus. You can limit access to a subset of records in the DataGrids (pool clerks can sell only pool-related activities, but can run inquiries for senior center class availability when asked by your patrons). You can provide partial access to an editor based on role (i.e., Pool Managers can change pool activities only, whereas Directors can add, edit, and delete all activities). With this combination, you can make a clerk's experience using RecTrac very simple with only a few menu options and only their activities with simple screens needed to do their jobs, and wall clerks off from the functions like bulk changes and reports that they do not need (and might otherwise allow bulk changes to information). You can use overrides for those few scenarios where a clerk overrides a rule, fee, or activity enrollment maximum based on his/her discretion.
Overview
This Topic Document walks you through:
- Anatomy of the Permissions Profile. An overview of the various parts of the Permissions Profile, how they affect RecTrac and when you would use them.
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Example 1 Providing Access to a Subset of Records for Your Staff - RecTrac contains activities from across your organization, and you might have different buildings/centers that handle only their own activity reservations (i.e., a pool center, a youth center, and a senior center). This section describes how to simplify DataGrid access by limiting pool staff's record access to only include pool activities. To your pool staff, this means that Global Sales only shows their pool activities, without having to scroll through all activities from other centers in RecTrac. One caveat to include is that all Clerks MUST be allowed to run Inquires for other centers, should a patron ask about activities from other centers/sites. Table Permissions enable you to give different record permissions for different screens, in this case, different access to sell within Global Sales and different access for running read-only Inquiries.
To achieve this within RecTrac, Example 1 is all about the Table Permissions tab on the Permissions profile. Table Permissions control what users can see within DataGrids. You specify a specific Table and function, in this case, the Table Permissions for Activities within Global Sales, and you specify the Permissions Code-linked activities that display (i.e., for Global Sales and Pool Clerks Permissions Profile, they are only allowed to sell Permission Code "Pool" activities). To complete the needed matching, the "Pool" Permissions Codes MUST be linked to applicable activities.
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Example 2 Override Codes- Describes two scenarios where Override Codes are used.
First, how to grant certain staff the ability to override activity enrollments. In this example, pool staff are allowed to override enrollments for pool activities only. Overrides are handled through the Core Information tab of the Permissions Profile. Overrides make use of Override Codes that are assigned on the Permissions Profile and also at individual User IDs. This example shows you how to create Override Codes, and assign Override Codes to the Permissions Profile and User ID.
Second, how to grant certain staff the ability to override rules or fees. Activities have rules, such as you MUST be 18 years old to enroll and you might have a patron who is 17 years and 10 months old, and you want to allow clerks discretion to override when needed.
- Example 3 Button Overrides - Specifies how to allow/deny access to buttons. In this example, you will assign an Override Code to allow Pool Managers to use the Cancel Section button for only Pool sections on the Section Maintenance screen. This button is commonly used when a section does not meet the minimum enrollment requirements (i.e., Only 2 enrollees when you require a minimum of 10 to run that class). To accomplish this, you will use Override Codes, assign the Permissions Codes to the Button/Misc Permissions tab in the Permissions Profile, and assign Permissions Codes to the User ID.
- Example 4 Sites - Goes through the essential screens you will need to configure to configure Sites within RecTrac.
Difference Between Permissions Codes and Override Codes
Permissions Codes and Override Codes are two different concepts of the Permissions Profile. This document discusses both.
- Permissions Codes are used to grant or limit access to what users can see – and therefore do – in RecTrac. When used correctly, Permissions Codes will allow your users to access only those records they need to see to do their jobs. For Example: You have a Youth Center and a Pool. Clerks at the Youth Center do not need to see the Activities or Passes for the Pool, and the clerks at the Pool do not need to see Activities or Passes for the Youth Center. Permission Codes for RecTrac users are maintained on the Permissions profile.
- Override Codes give the opportunity for elevated permissions when needed. The User ID includes one or more Override Codes, various functions in RecTrac have Override Code assignments (enrollment overrides, rules, and/or fees), and when there is a match the User ID is allowed continue (i.e., override an activity maximum enrollment, override a rule or fee.).
License – Maintenance Agreement
Use of the interface requires a Vermont Systems license and annual maintenance agreement for RecTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Setup Steps
This document provides basic instruction for setting up the Permissions Profile, Permissions Codes, Override Codes and applying them to the Activity Module.
If you have additional questions about the Permissions Profile after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems website using your Customer ID and password.
Before You Begin
This document is written with the following assumptions. If any of the items listed below is NOT true, contact Vermont Systems Support prior to continuing, as the steps in this document may prove difficult to complete and unexpected results may occur.
- Your organization is running RecTrac 3.1.05.00 or greater.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access the programs discussed within this Topic Document. You need access to Profile Assignments, System Code Management, Permission Code Management, and User Management. To assign the permissions to records within a RecTrac Module, you would need appropriate permissions to the related editor: Activity Management, Facility Management, Pass Management and etc….
- The Topic Doc assumes your File Management/Maintenance is done for all the modules you own.
File Maintenance Setup
This document will guide you through the basic steps required to configure the Permissions Profile.
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default Vermont Systems Design. Your setup and Design may vary.
Anatomy of the Permissions Profile
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Profile Assignments.
- Expand the Permissions Profile group, highlight one, and then click the Change button.
The Permissions Profile includes four (4) tabs.
Core Information tab
- Module Settings - Lists the various override permissions on a module-by-module basis. Are those assigned this Permission Profile allowed to override Activity Enrollments? You can choose No, Yes, and Yes with Matching Codes. Yes With Matching Codes enables you to specify Override Code(s) that apply. Those Override Codes are then assigned to just the specific activities/passes/rentals/fees/rules in which an override it allowed, which enables you to allow overrides for very specific situations and not others.
- Default Record Permissions - When a new activity/pass/facility/etc… record is created, does the user have the option to create a blank record or choose one of the Default Records from a list? Default Records pre-populate values within new records, and help enforce organizational data entry standards. On a module-by-module basis, you can choose the Default Record permissions allowed for those assigned this Permissions Profile.
- DataGrid Permissions - Enables you to choose various permissions associated with DataGrids, including managing everyone's Templates, and hiding various options from the DataGrid menu.
Table Permissions tab
- Table Permissions DataGrid - Table Permissions enable you to restrict what records within RecTrac users can see from the various DataGrids. On this tab, you will locate a combination of a Function Type (i.e., Inquiry View, Reporting View, and Processing View) and a Data Table (i.e., AR-Activity) in order to specify the Permission Codes tied to them. By default, all are set to "Administrator" (a RecTrac default, meaning full access without limitations).
Button/Misc Permissions tab
- Button/Field Permissions DataGrid - Enables you to set permissions to the buttons (i.e., Bulk Change, Cancel Section, Delete, etc…) available in the various editors.
- Miscellaneous Settings - Includes a variety of miscellaneous override fields, some of which are general POS overrides (i.e., pop drawer, payment drawer, or blind refund overrides).
MainTrac Permissions tab
Used if your organization utilizes the MainTrac module of RecTrac, which enables you to track maintenance work orders (i.e., tracking repairs to equipment), track assets (i.e., mowers and trucks), plan inspections and preventative maintenance of equipment (i.e., when oil changes and other services are needed on that equipment).
- Default Record Permissions - Enables you to set Default Record Permissions for MainTrac. Does the user have the option to create a blank record or choose one of the Default Records from a list? Default Records pre-populate values within new records, and help enforce organizational data entry standards.
- Misc - Enables you to select the Work Order Approval Codes allowed for users assigned this Permissions Profile. This is helpful if only certain staff are allowed to set basic status of work orders and only managers can approve and complete them.
Note: This Topic Doc touches on some of the permissions in the first three (3) tabs in the examples that follow in subsequent sections. Use the "i" and "?" Help icons on the upper-right hand corner of the screen for additional field definitions, as needed.
1 - Example Set Up - Access to a Subset of Records Within DataGrids
The following example displays how you can use Permissions Codes to allow your users access to only those records that they need to do their jobs. This example uses the Activity module ONLY and details permissions assignments for five (5) types of users at three (3) locations within your department:
- Pool Clerks - Permissions allow running Inquiries on all activities but can only Register participants into Pool-related activities.
- Senior Center Clerks - Permissions allow running Inquiries on all activities but can only Register participants into Senior Center-related activities.
- Youth Center Clerks - Permissions allow running Inquiries on all activities but can only Register participants into Youth Center-related activities.
- Director - Directors oversee the Senior Center, the Youth Center and the Pool. Permissions allow running Inquires and Registering participants for all Senior Center, Youth Center and Pool activities.
- Recreation Manager - Managers are in charge of the Pool, and the Youth Center. Permissions allow registering participants for the all Youth Center and Pool activities. They can run Inquiries on all activities.
To get the desired permissions established within RecTrac, you will need to create three (3) Permissions Codes, assign them to activities, create five (5) Permissions Profiles, and assign them to users.
1.1 - Create the Permissions Codes
In this section, you will create the Permissions Codes needed for this example. You can create your own Permissions Codes based on locations as described in this example and there are a number of alternative ways to complete your permissions. You can create Permissions Codes based on roles (i.e., have a clerk Permissions Code, and have a manager Permissions Code), or a combination thereof (i.e., Pool Clerks, Youth Center Clerks, etc…) depending on the desired affect of your permissions and the complexity your organization needs.
Permission Codes enable you to dictate who can see/access/modify information. When used correctly, Permissions Codes will allow your users to access only those records they need to see to do their jobs. For Example: You might have a Youth Center and a Pool. Clerks at the Youth Center do not need to see the Activities for the Pool, and the clerks at the Pool do not need to see Activities for the Youth Center. So, you create a Permission Code of Pool and another for Youth. Within your Activities, assign Pool Permissions to those Activities the Pool staff should see, and likewise Youth permissions to the Youth Center-related activities. When both the Youth and Pool staff should see a given record, then you MUST assign both Youth and Pool to that record's permissions (i.e., you might enable sellinghref="help.html?file=images/Permissions/href="help.html?file=images/Permissions/perm or renewing a patron's park-wide membership at both centers).
Once you create Permissions Codes, you apply them to DataGrids (Maintenance, Processing, Inquiry, and Reports) and Functions (Record Add, Change, and Delete) on the Table Permissions tab of the Permissions profile.
Note: Permissions Codes and Override Permissions System Codes are different things. Permission Codes created here allow you to grant view/read/write access to database tables (module DataGrids) in the system. System Codes allow users to bypass Daily Processing warnings/restrictions, such as Age Requirements, Gender Requirements, etc….
- Create three (3) Permissions Codes, one for each location.
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Permission Code Management.
- Click the Add button. You create the following Permissions Codes:
Record Code | Description |
POOL | Pool |
SNCTR | Senior Center |
YTCTR | Youth Center |
- Enter the Record Code and Descriptions as shown in the table above.
- Click the Save button.
- Repeat steps 1-3 until you have created all of the needed Permissions Codes.
Note: You will not see an "Administrator" Code listed within the Permissions Codes DataGrid. Administrator is always available and grants complete access without applying any restrictions.
1.2 - Link Permissions Codes to the Activities
Once the Permissions Codes are created, you have to link them to the appropriate Activities. You can link multiple Permissions Codes to one Activity. This document assumes you have already created your activities.
Note: Although RecTrac can be configured to assign permissions at the activity section-level, that is generally not recommended.
- In RecTrac, go to Management Ribbon • Activity Management • Activity Management.
- Select an Activity within the DataGrid and then click the Change button.
- Click the Combo Box iconfor Permission(s) to select your Permissions Code as follows. Multiple selection is available. For this example, only a single Permissions Code is assigned to each activity.
- Link the POOL Permissions Code to all activities held at the Pool.
- Link the SNCTR Permissions Code to all activities held at the Senior Center.
- Link the YTCTR Permissions Code to all activities held at the Youth Center.
- Click the Save button.
Note: Setting Permissions Code to (0) Selected results in that activity and its sections being available to all. Essentially, RecTrac skips a permissions check for those activities and sections when it is left blank.
Note: Use the Bulk Change button to apply this Permissions Code change to multiple activities at-a-time.
1.3 - Create the Permissions Profiles
You will need to create five (5) Permissions Profiles as detailed within the table below. For each, you set the appropriate Permissions Code needed (one code specific for clerks, one for managers, and one for directors).
The permissions profile can be assigned to a user, user group, workstation, or site. The Permissions Profile is used to define Permissions settings (who can see and/or do what) by module (AR, FR, PM, etc…) and Table. The profile also defines Button permissions and Access Rights for various functions in RecTrac.
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Profile Assignments.
- Click the Add button.
- To continue with this example, create the following Permissions Profiles:
Profile Code Profile Description Clerk_POL Pool Clerks Clerk_SEN Senior Center Clerks Clerk_YTH Youth Center Clerks Director Director Manager_REC Recreation Manager - Enter the Profile Code and Profile Description as shown in the table above.
- Use the Drop-down list to select Permissions Profile.
- Click the Create button.
- You must repeat this process to create the above mentioned Permissions Profiles.
- To continue with this example, create the following Permissions Profiles:
- Click the Table Permissions tab within each Permissions Profile. Table Permissions enable you to restrict what records within RecTrac users can see from the various DataGrids. On this tab, you will locate a combination of a Function Type (i.e., Inquiry View, Reporting View, and Processing View) and a Data Table (i.e., AR-Activity) in order to specify the Permission Codes tied to them. By default, all are set to "Administrator" (a RecTrac default, meaning full access without limitations). For this example, you will limit the Global Sales screen activities available to sell to just Pool-related activities for those assigned to the Pool Clerks Permissions Profile.
- For each Permissions Profile you will set the following:
- Locate the Processing View (i.e., Global Sales screen) of ARActivity (i.e., Activity Module) in the Function Type and Data Table columns. This combination enables registration for activities through the Global Sales screen.
- To modify those rights, click the Edit Pencil Icon.
- Select With Matching Codes from the Access Right Pull Down list. Matching Codes limits access to only records (in this case Activities) that have matching Permissions Codes in both their Permissions Profile and the Module (i.e., in this case the Activity Module).
- Expand the Combo box iconto select the Permission Codes as shown in the table below.
For Profile Set Permission Codes Effect Clerk_POL POOL For those assigned the Permissions Profile of Clerk_POL, only Activities with a Permission Code assignment of Pool will display within the Global Sales DataGrid. Clerk_SEN SNCTR For those assigned the Permissions Profile of Clerk_SEN, only Activities with a Permission Code assignment of SNCTR will display within the Global Sales DataGrid. Clerk_YTH YTCTR For those assigned the Permissions Profile of Clerk_YTH, only Activities with a Permission Code assignment of YTCTR will display within the Global Sales DataGrid. Director POOL, SNCTR, YTCTR For those assigned the Permissions Profile of Director, only Activities with the Permission Code assignments of Pool, SNCTR, or YTCTR will display within the Global Sales DataGrid. You could leave this set to Administrator for directors when there are no other records you wish to hide from them. Manager_REC POOL, YTCTR For those assigned the Permissions Profile of Manager_REC, only Activities with a Permission Code assignments of Pool or YTCTR will display within the Global Sales DataGrid.
Note: "Administrator" shows for the records in which you have NOT set permissions, that permission is the RecTrac default. Essentially, the user has equivalent Table Permissions to an Administrator when running that process (i.e., meaning there is no restrictions set to records within that table). If your organization upgraded from the legacy RecTrac 10.3 then you might be familiar to the "Evry1" Permission. Administrator is equivalent to Evry1. You do not create Administrator or Evry1, it is a default within the system and always available.
- Locate the Inquiry View for ARActivity which enables running inquiries for activities. Click the Edit Pencil Icon. Select With Matching Codes from the Access Right Pull Down list. Add the Permission Codes as shown in the table below.
For Profile Set Permission Codes Effect Clerk_POL, Clerk_SEN, Clerk_YTH, Director, Manager_REC POOL, SNCTR, YTCTR All may use the Inquiry screen to run a read-only inquiry for POOL, SNCTR, and YTCTR activities. - Locate the Report View of ARActivity which enables running reports. Click the Edit Pencil Icon. Select With Matching Codes from the Access Right Pull Down list. Add the Permission Codes as shown in the table below.
For Profile Set Permission Codes Effect Manager_REC POOL, YTCTR Managers may use Global Sales to sell Activities with the POOL or YTCTR Permission Codes linked to them. Director POOL, SNCTR, YTCTR Directors may use Global Sales to sell Activities with the POOL, SNCTR, or YTCTR Permission Codes linked to them. All others Access Rights column set to "None." Others are not allowed to run reports. Alternatively, you could simply remove the report menu options from their Menu Permissions. - Locate the Maintenance Add, Maintenance Change, and Maintenance Delete for ARActivity. For those responsible for adding, changing, and deleting activities, add the Permission Codes as shown in the table below.
For Profile Set Permission Codes Effect Director POOL, SNCTR, YTCTR Directors can Add, Change, or Delete POOL, SNCTR, YTCTR Activities from the Activity Maintenance/File Maintenance screen. All others Access Rights column set to "None." Others are not allowed to Add, Change, or Delete your activities. Alternatively, you could simply remove the menu option from their Menu Permissions. - Click the Save button.
- Repeat this process to complete each of the aforementioned Permissions Profiles as described.
Note: When you grant someone Add permissions, then you also need to set their Default Record Permissions on the Core Info tab of the Permissions Profile. These permissions determine what types of Records someone can add. The default selection is "None." You can determine whether they are able to create blank records, or select only from default record types with some pre-filling of field values (which ensures record consistency).
2 - Example Set Up - Overrides of Enrollment, Rules, and Fees
This section will take a look at two (2) methods of using Override Codes:
- Use Override Codes to override a Fee or Rule. For Example: In order to register for a physical training at your fitness center, patrons must be at least 18 years old according to your rules. Sam Gamgee would like to register for a free-weights personal trainer and he will be 17 years and 10 months old at the time those training sessions start. The 18 years old rule would prohibit your clerks from selling Sam this activity. Your policy might allow clerks additional discretion to override for situations like this and let a patron, like Sam, enroll. Similarly, with fees, clerks can be given discretion to override/waive a fee.
- Use Override Codes to override Maximum Enrollments of an Activity. By default, all users can override default activity enrollments. This example explains how you can allow only specific staff to override enrollment for an activity. For Example: Only Pool staff may override the maximum enrollment counts for Pool Activities. Activity Enrollment privilege is set on the Permissions Profile • Core Information tab • Module Settings area. As this is an override and this example uses "With Matching Codes," you MUST have Override Codes set. A similar process is followed for other modules: pass memberships, facility reservations, rental reservations, and etc….
This example explains how to:
- 2.1 - Create the Override Codes
- 2.2 - Set Override Codes to a Rule or Fee
- 2.3 - Set Override Codes for Activity Enrollment Overrides Through the Permissions Profile
- 2.4 - Assign Override Codes to the Activities
- 2.5 - Set the matching Override Code on the User's ID
2.1 - Create the Override Codes
You will need to create three (3) Override Codes, one for each location (Pool, Senior Center, and Youth Center). Override Codes are used within the Permissions Profile on the Core Information tab and on the Button Permissions tab.
- In RecTrac, go to the Management Ribbon • System Management • Misc Management group • System Code Management.
- Click the Add button.
- Click the Drop-down list for Type and select Override.
- Enter the Record Code and Description as described in the table. You will create three (3) Override Codes:
Record Code Description POOL Pool SNCTR Senior Center YTCTR Youth Center - Click the Save button.
- Repeat steps 2-5 to create the aforementioned Override Codes.
2.2 - Set Override Codes to a Rule or Fee
In this section, you will set Override Codes on a Rule or Fee.
- In RecTrac, go to the Management Ribbon • Activity Management • Section Management.
- Highlight the desired section within the DataGrid and then click the Change button.
- Click the Rules tab.
- Highlight a Rule in the DataGrid, click on the Change button and then select Advanced Rule Change. The Rule Update Advanced screen opens.
- On the Core tab, locate the Permissions area.
- Expand the Drop-down List to select Override With Matching Codes for Rule Override Option. In this case, only User IDs with the code set within his/her RecTrac UserID are able to override this rule.
- Expand the Drop-down list to select Pool from the Permission Override field. Pool is an Override Code.
- Click the Save button to close the Rule Update Advanced screen.
- Click the Save button to close the Activity Section Update screen for the selected section.
2.3 - Set Override Codes for Activity Enrollment Overrides Through the Permissions Profile
In this section, you enable Activity Enrollment overrides, for Pool Clerks. The process is similar for allowing overrides of Pass Memberships, Pass Visits, Facility Reservations, etc…. This section assumes you have already created Permissions Profiles as described in the Section 1.1.
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Profile Assignments. Expand Permissions Profiles.
- Highlight the Clerk_POL (Pool center clerk's) Permissions Profile and then click the Change button. Under the Module Settings area on the Core Information tab:
- Select Yes-With Matching Codes for the Activity Enrollments- Allow Override field.
- Select POOL for the Activity Enrollment - Override Codes field.
- Highlight the Clerk_SEN (senior center clerk's) Permissions Profile and then click the Changebutton. Under the Module Settings area on the Core Information tab:
- Select Yes-With Matching Codes for the Activity Enrollments- Allow Override field.
- Select SNCTR for the Activity Enrollment - Override Codes field.
- Click the Save button.
2.4 - Assign Override Codes to the Activities
In this section, you will assign the Pool Permissions Code to a Pool Activity Section. Follow the same basic process for assigning Youth Center, Senior Center, and other permission codes to the appropriate sections.
- In RecTrac, go to the Management Ribbon • Activity Management • Section Management.
- Highlight a pool section and then click the Change button.
- On the Core tab, expand the Advanced Enrollment Settings group:
- Select Override With Matching Codes for the Enrollment Count Override 1 field.
- Select POOL for the Enrollment Count Override Perm 1 field.
- Highlight a senior center section and then click the Change button. On the Core tab, expand Advanced Enrollment Settings group:
- Select Override With Matching Codes for the Enrollment Count Override 1 field.
- Select SNCTR for the Enrollment Count Override Perm 1 field.
- Click the Save button.
2.5 - Set the Matching Override Code on the User's ID
Once the Permissions Profiles are created, you have to link them to the appropriate users or, preferably, to their user groups.
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Profile Assignments.
- Within the Available Profiles section, expand the Permissions group. Locate the ClerkPOL Permissions Profile.
- Within the Linked Profiles section, expand the tree for User Groups/Users as is appropriate. Locate the desired User Group/User.
- Drag the ClerkPOL Permissions Profile from the Available Profiles section and then drop it into the appropriate User Group/User.
- Repeat steps 2-4 until all Permissions Profiles have been assigned to the necessary Users or User Groups.
3 - Example Set Up - Button Overrides
This example explains how you can assign override codes to a user account and permissions profile for button overrides. In this example, you will assign an Override Code to allow Pool Managers to use the Cancel Section button for only Pool sections on the Section Maintenance screen. This button is commonly used when a section does not meet the minimum enrollment requirements (i.e., Only 2 enrollees when you require a minimum of 10 to run that class).
- Prerequisite: Create the Override Codes and Permissions Profiles as described above in 1.3 and 2.1.
3.1 - Define Button Overrides through the Permissions Profile
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Profile Assignments.
- Expand the Permissions Profiles area.
- Highlight the desired Permissions Profile, and then click the Update button.
- Click the Button/Misc Permissions tab. The DataGrid allows you to set Permissions on buttons that appear on various DataGrids in RecTrac. Generally speaking, the DataGrids in question are the File Management DataGrids for the main RecTrac modules (Activity, Pass, Rental, etc…) and Household Management/Global Sales Lookup screens. The Button Names should be self-explanatory.
- Click the Edit Pencil icon before ARSectionMain_ButtonCancelSection within the DataGrid. This is the Cancel Section button on the Section Maintenance screen.
- Click the Drop-down list for Access Rights to select With Matching Codes.
- Click the Combo Box icon for Override Codes and select Pool. Multiple selection is allowed. However, only a single selection is needed for this example.
- Click the Checkmark icon to save your changes to this row of the DataGrid.
- Click the Save button.
3.2 - Link Override Code to the User Accounts
For button overrides, the User Account MUST have an Override Code assignment as described below.
- In RecTrac, go to the Management Ribbon • System Management •User/Menu/Profile Management group • User Management.
- Highlight the desired user account and then click the Change button.
- Within the Core Settings area:
- Click the Drop-down list for Button/Miscellaneous Override Codes and then select the Pool Override Code(s).
- Click the Save button.
- Repeat this process for each additional user account that needs Override Codes.
4 - Site Permissions
What are Sites within RecTrac?
- Sites are used predominately by large deployments with very complex permissions. For Example: One RecTrac deployment holding multiple military bases within its database. Another example might be a large municipal installation containing multiple large sites that each that individually maintain their own unique permissions and other profiles.
- Sites determine the records available at login. Typically, a user is assigned a single Site in which he/she works. It is possible to assign multiple Sites to a user, and he/she will be asked to select which Site to use at login. Only the tables and records they need to see are available upon login.
- Site Codes are also used as reporting filters. For Example: Your Parks Department has two large Parks, each with numerous Facilities. It also has a Golf Course. Site Management allows you to build a "Site" for each Park and the Golf Course. The Table Access profile allows you to grant access to the various records at each Site, so users logging into Park A will see only the Facilities, Activities, etc… at Park A. Users logging into Park B will see only what they need to see at Park B, and so on.
- "Site" is part of the hierarchy in which Profiles, like the Permissions Profile, are assigned. The order of assignment in the hierarchy starts with Defaults, then Sites, then Workstation, then User Group, and finally User. Permissions assigned to Default apply to everyone unless overridden at a higher level, like Site or User. The Table Permissions tab of the Permissions Profile can be set to "Using Data Access Profile" and assigned to individual users, and that means RecTrac instead uses the Data Access Profile assigned elsewhere in that hierarchy.
For this example, assume you have three large sites within your park's district:
- East District
- North District
- Southwest District
4.1 Creating Site Codes
You create one Site Code for each distinct Site you want within RecTrac. To continue with this example, you would create three (3) site codes as shown in the screenshot the follows.
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Site Management.
- Use the Add button to create each new site.
- Fill out the information pertinent to the site and then click the Save button.
- Use the "i" and "?" Help icons on the upper-right hand corner of the screen for additional field definitions, as needed.
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Profile Assignments.
- Each of your Site codes is available within Profile Assignments as shown below, and profiles such as the Permissions Profile and Table Data Access Profile can be assigned there.
4.2 Assigning Sites to User IDs
You must assign a Site to each User ID. When a single Site is assigned to a user ID, he/she is automatically restricted to that site upon login. When multiple sites are assigned to a User ID, he/she MUST choose the desired site via a prompt at login, after which access is restricted to the site chosen.
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • User Management.
- Highlight the desired user within the DataGrid. For this example, Emily is chosen as the User ID.
- Click the Change button.
- Click the Combo Box icon to select the Site(s) to which this User ID has access. Multiple selection is allowed. For this example, Emily works at the East District Site.
- Click the Save button.
- Repeat steps #2-5 as necessary for additional users.
4.3 Relationship Between Sites, Permissions Profiles, and Table Data Access Profiles
Permissions Profile with Sites
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Profile Assignments.
- Expand the Permissions Profile, highlight the desired profile and then click the Change button.
- Click the Table Permissions tab.
- Click the Edit pencil icon for a row in the DataGrid.
- Expand the Drop-down list to select Using Data Access Profile for the Access Rights column. This enables you to refer to the Table Access Profile for this user (typically assigned at a Site) for that permission. You will set this as is appropriate.
- Click the Add button.
- Expand the Drop-down list to select Data Access.
- Enter a Profile Code and Profile Description.
- Click the Create button.
- This DataGrid is configured exactly as described in 1.3 - Create the Permissions Profiles.
- Once complete, click the Save button.
- Next, you will copy the Permissions Profiles and Table Data Access Profiles into their appropriate places within the hierarchy.
- Within the Available Profiles section, expand the Permissions group. Locate the desired Permissions Profile.
- Within the Linked Profiles section, expand the tree for Sites. Locate the desired Site.
- Drag the Permissions Profile from the Available Profiles section and then drop it into the appropriate hierarchy (i.e., to a specific User Group or User).
- Similarly, for the Table Data Access Profile, expand the Data Access profile and locate the desired profile. Drag and drop it into the hierarchy (i.e., to a Site).