Working with budget line access rights for a user
The Budget Lines Access Rights tab of User Administration lists all configured Budget Lines. On this tab, you can restrict or allow a user's access to specific budget lines.
This page describes the following tasks:
Accessing the Budget Lines Access Right tab for a user
-
In the upper-left corner of the screen, select Access your applications (
).
The menu expands. -
Select Administration > User Administration.
The User Administration screen appears.
-
In the left menu pane, select Manage Users (
). This is the default view for the screen.
Click here for field descriptions.
* Personally identifiable information has been obscured or altered in the above image.
Fields on the Manage Users view of the User Administration screen
# Field Description Notes 1
Search
Type your search criteria in the field. The table automatically updates to meet the search criteria.
Search criteria includes login ID, email address, last name, first name, and middle name.
2
Filter
Filter the User Accounts list by:
-
Show active and pending users only
-
Show inactive users only
-
Show all users
Default: Show active users only.
3
User Accounts controls
Add or clone a user account.
-
Add User (
)—Create a new user. -
Clone User (
)—Create a new user by making a copy of an existing user.
4
User Accounts list
Displays all existing user accounts by Login ID and the email address that is associated with the user. Select a user to view details in the tabs.
5
/ 
Expand / Collapse
Expand or collapse the User Accounts pane.
6
Selected account
Displays the Login ID for the selected user account. From the drop-down list, you can select a different user account to view details.
7
/ 
Previous / Next
View details for the previous (
) or next () user account in the list.
8
Activation status
Activate or deactivate the user. If the user is not active, they cannot log in to the Unifocus software.
-
Not Activated—If the user is not active, the status is Not Activated. To activate the user, select the Activate user button below the status.
-
Activated—If the user is active, the status displays the date that the user was activated. To deactivate the user, select the Deactivate user button below the status.
-
Deactivated—If the user was deactivated, the status displays the date that the user was deactivated. To reactivate the user, select the Activate user button below the status.
9
Send Invitation Email
Send an invitation email to the email address associated with the user account. The user is invited to register and create a password for their account.
10
Audit
View a history of changes to the screen.
11
Import Users
Create multiple users by importing a spreadsheet that contains user information.
12
Tabs
Navigate the tabs to view or edit details for the selected user.
-
General
-
Property Permissions
-
Group Membership
-
Action & Application Access
-
Data Permissions
-
Authorization Levels
-
Labor Structure Permissions
-
Budget Lines Access Rights
The available tabs depend on which view you are using.
-
-
From the User Accounts list, select the user for which to set budget line access rights.
Details for the selected employee appear in the right pane. -
Select the Budget Line Access Rights tab.
Click here for field descriptions.
The image above shows the Budget Lines Access Rights tab for the Manage Users view.
Fields on the Budget Lines Access Rights tab of User Administration
Field Description Notes Controls Select a property
From the drop-down menu, select the database and property with which this user or group is associated.
The default property is the property associated with the default database for the selected user or group.
Search
Enter a permission in the field. The table automatically updates to meet the search criteria.
Table Budget line tree menu
Organized by database (
) and property ( 
), this tree menu displays a list of configured budget lines that are available for the selected user or group to access.
Inherited from group This column displays budget line access permissions that are inherited from the group, that is, if the user or group has permission set at the group level, child lines will inherit the same permissions.
A group icon (
) appears next to permissions that were inherited from the group.This section appears only if you are working with users in the Manage Users (
) view.Default: Show all.
View Line and Value
Users or groups can view and edit the budget line.
This permission is the default setting for users who have not inherited permissions from a group.
Line only
Users or groups can view, but not edit, the budget line.
Hide
Users or groups cannot see or access the budget line.
User-/ Group- level overrides Override Groups—If a permission is inherited from the group, select permission to override the group-level authorization value.
If you are working in the Manage Users (
) view, the header is User-level overrides. If you are working in the Manage Groups (
) view, the header is Group-level overrides.
View Line and Value
Users or groups can view and edit the budget line.
Line only
Users or groups can view, but not edit, the budget line.
Hide
Users or groups cannot see or access the budget line. This option hides all child lines.
Tools
This column includes additional actions for managing the budget lines.
Options include:
-
Copy-down (
)—Applies the selected access rights to all child lines.
-
-
If necessary, use the Select a property menu to change the property and/or the Search (
) field to filter the tree menu in the table. For more information, see Working with tabs in User Administration.
Setting permissions for budget line access
In the Manage Users view, you can allow individual users to inherit their budget line access from group settings, or you can set access on a line-by-line basis.
-
Expand the budget line tree menu to view lines in the budget structure.
-
In the Inherited from group section, verify the permissions that users inherit from group settings.
If a permission was inherited from a group, a group icon ( ) appears in the column. 
-
To restrict access from an individual line that was inherited or to override the permission, select one of the following permissions under the User-level overrides section:
-
View Line and Value—The user can view and edit the budget line.
-
Line only—The user can view, but not edit, the budget line.
-
Hide—The user cannot see or access the budget line. This option hides all child lines.
-
-
To apply a setting to multiple lines, use the copy-down option (
) in the Tools column. See Copying permissions for more information.
Copying permissions
Use the Copy down feature to copy down permissions from a parent budget line to all children.
-
Expand the budget tree menu to display child lines of the parent line from which to copy permissions.
-
For the parent line with permissions to copy, in the Tools column, select the copy-down option (
).
A confirmation message appears. It asks if you want to copy the parent-level permission to child lines. The message also includes the number of lines that will be affected. -
Select Yes.
The permission is copied to child lines.
Tip: Use combinations of permissions, overrides, and copy-downs to more effectively manage permissions. For example, if a user inherited a parent View Line and Value permission for a budget segment with 10 child budget lines and you want the parent line to be viewable and editable but the 10 child lines to be only viewable, you can do the following in the User-level overrides section:
1. Select Line-only for the parent line.
2. Select the copy-down option ( ) for the parent line and copy it down to the 10 child lines.
3. Change the parent line back to View Line and Value.