Requesting View Only Roles in UGA Financials

Summary

In this article, you will learn the steps to request View Only roles in the UGA Financial Management System for an employee using the Access Request Form.

Body

Overview

The default roles an employee will receive are outlined HERE.

Any additional roles required in the system will need to be assigned using the Access Request Form by an employee's HR Supervisor. This article outlines how a supervisor can assign the View Only roles.

View Only roles can be assigned to employees' who need to see transactions/reports/queries in the system, but not act on them. Outside of privileges grated to all employees outlines the default access page linked above.

In this article, you will learn the steps to request View Only roles in the UGA Financial Management System for an employee using the Access Request Form.

The form is completed by the employee's HR Supervisor.

1. Step 1

First, log into the Financial Management System.

On the UGA Financials homepage, click the Request Access tile.

2. Step 2

The UGA Access Links page is displayed.

To request View Only roles, click the UGA Financial Management System Access Request link.

3. Step 3

The Security Access Request page is displayed.

In the User ID field, enter the MyID for the employee whom you wish to assign security roles.

Note: You can use the lookup magnifying glass to search an employee. The Description search prompt will be a last name search.

4. Step 4

Click the Add button.

5. Step 5

The Access Request page is displayed. Your name and User ID are recorded as part of the Access Request form.

Your Chief Financial Officer (CFO) is responsible for approving the access request.

To select the CFO Approver, click the CFO Approver drop-down menu.

6. Step 6

Click the appropriate CFO Approver from the list.

Example shown here: Brown, Sadie S .

7. Step 7

To view the selected employee's current access, click the arrow to the left of the Access Billing Business Unit and View User's Roles section.

8. Step 8

If nothing is listed in this section for the selected employee, this means that the employee only has the default access to the system.

9. Step 9

You can enter the reason why you are submitting an Access Request form for the selected employee in the Justification for Access field.

For View Only roles, you might enter " Requires access to view transactions and queries in the system. "

10. Step 10

In the Access Requested section, you should select the appropriate access for the selected employee.

To request View Only Roles, click the Access to View Only Roles option.

11. Step 11

With all of the information provided, click the Submit button.

12. Step 12

The request is submitted to the CFO for approval. You can view the approval workflow at the bottom of the page.

Additional Information:

When requesting "View Only" roles, you simply select one checkbox, which will assign the collection of the View Only roles:

UGA AM Distrib View
UGA AP Inquiry
UGA AP Supplier Inquiry
UGA AR View Only
UGA BI View Only
UGA Expense View
UGA Fin Standard Access
UGA GL View
UGA PC General Access
UGA PO Inquiry
UGA SPA Distributed View

Any time any elevated role is assigned in the system, an employee will automatically receive these View Only roles. In this case, it would not be necessary to perform this request.

Tutorial Resources

Security Roles Spreadsheet

Details

Article ID: 149061

Created

Sat 9/24/22 11:02 PM

Modified

Fri 3/8/24 1:10 PM