Assign Tools to Employees

Screen ID:

Screen Title:

Panel Number:

UMNUTEA-01

6166

Access this screen by selecting an ID and using Assign tools to this employee (when assigning tools to a single employee) or the All Tool Assignments button (when assigning tools to multiple employees) on the Employee Security dashboard.

Helpful Resources

Visit Show Me the Steps for easy instructions on assigning a tool or multiple tools to an employee

Visit Show Me the Steps for easy instructions on assigning a tool to multiple employees

Visit Show Me the Steps for easy instructions on removing a tool assigned to an employee

Visit Show Me the Steps for easy instruction on viewing tools assigned to an employee

Screen Overview

This screen has two versions:

By employee ID: Access this screen by selecting the employee ID (or template) on the entry Employee Security screen and then Assign Tools to this employee to view the tools assigned to a single employee ID and assign new tools to that employee ID.
For all employees: Access this screen by selecting the All Tool Assignments button on the entry Employee Security screen to assign a tool to multiple employee IDs and analyze tools assigned at your credit union. (This includes IDs flagged as templates, as well.)

From this screen you can easily assign tools to one employee or to multiple employees. (Hold down the Ctrl key to select multiple tools.) Depending on the way you accessed this screen (see section above), you will either access a screen allowing you to add tools to one employee or multiple employees. Filtering and sorting at the top of the screen allows you to easily find just the tool you want to assign.

If you have accessed this screen for a single employee, select the tool(s) and then Assign to Employee. If you have accessed this screen for multiple employees, select the tool and then Assign to Employee. A window will appear allowing you to select the employees to whom you wish you assign the tool.

This list shows the programs to which access can be granted. There actually can be more than one tool under the same program, such as when the same program has both a maintenance tool and a view-only inquiry tool. The number shown in the # Tools column reflects the # of tools under each program listed.
If you are assigning a tool with both a view and update version (such as the BSA configuration), you may not see the view-only version of the tool in the listing. You will be presented both versions of the tool after assigning it and can select which one to assign at that time. Give the "View" version if you do not want the employee to make changes. Assign the "Update" version for the employee to both view and make changes.

If you are on the view for a single employee, you can remove a tool assignment by selecting the tools and then "Remove Assignment."

Important Note: After assigning access to a tool or removing at tool, remember to always have the employee log off CU*BASE and log back in to ensure that the employee's Home Page display correctly to reflect the underlying security settings.
Use this screen to adjust your templates (such as your Teller template) or to add new tool to an employee who just took on new responsibilities.
You can also use this screen to adjust your template IDs (such as a special Teller or MSR template ID used for setting up new front-line employees).
When you assign a tool to an employee, they automatically get access to the shortcut as well.
Self Processing credit unions interested in assigning an Operations Edition command to an employee should refer to this Operation Help topic. SEE ALSO: Employee Security (booklet).
- NOTE: You may see Oper Edition commands in this listing; however, if the employee does not have Oper Edition access, they will not see the tool in their Home Page, nor gain access to it should they have it accidentally assigned to them. (If the user is a Data Center employee they will be able to use the tool.)
- SPECIAL NOTE TO SELF-PROCESSING CREDIT UNIONS: Tool #571 Operations Menu will be visible on this dashboard only for users whose iSeries profile has QSECOFR authority (security officer) on the IBM i. Only users with this special authority can grant another employee ID access to the OPER menu system.

See Which Employees Are Assigned to a Tool (And How Many Employees)

Also refer to the Helpful Resources section at the top of this topic for helpful directions.

From this dashboard, you can find out all employees who have access to a particular tool. This will be very helpful in assisting you with proofing your work when adding a new tool to a group of members or to research which employees have access to a tool. Just select the tool and then Show Assigned Employees and a window will appear with a list of employees to which this tool is assigned.

You might find you have employees with access to full account adjustment when coded account adjustment will do, for example. With this dashboard it is very easy to make a change to access permissions.

Compare an Employee’s Assignments to AuditLink Recommendations or Templates

Use the button at the top of the list to compare tools assignments for an employee or template ID to any other template or employee. This can be helpful if you are trying to audit or clean up the assignments an employee has without having to start all over the scratch by copying from one of your templates.

Use the button to compare to recommendations from AuditLink using the Job Classification feature. Job Classifications are simply a list of key credit union positions, tied to a list of tool assignments recommended by AuditLink. This comparison feature lets you see what tools we think a particular type of employee might need. SEE ALSO: Understanding Job Classifications vs. Employee Template IDs

After clicking one of the buttons, select either an ID or a Job Class code and use Select. The column below the buttons will change to “Compare to Other ID xxx” or “Compare to Job Class xxx” and list associated tool assignments. You can then compare this employee’s assignments against those assignments and adjust as desired.

Learn More About the Tools

From this page you can select a tool and then About this Tool to learn more about it on the Tool Info window. This can be especially handy if to confirm you are granting access to the correct tool. The Tool Info window includes a short description of the tool, the permanent tool number, and much, much more.

NOTE: If the program you are granting access to has both an update and view version, the description will apply to only the update version.

Filter Area

Filter	Description
# employees	This will show the total number of active employee IDs in your employee security files. NOTE: This excludes template IDs as well as any archived (former) employee IDs.
# tools	This will show the total number of tools currently being displayed. This total will change according to search parameters or the filters used on this screen, such as categories, types, or even tool #.
Search for	Enter a word or word phrase in the Search for field and use Enter This filters the tools to show only tools with the word or partial word included in the tool name. The words do not have to be in the order they appear in the Search field. If you are assigning a tool with both a view and update version (such as the BSA configuration). you may not see the view-only version of the tool in the listing. You will be presented both versions of the tool after assigning it and can select which one to assign at that time. Give the view version if you do not want the employee to make changes. Assigning the update version allows the employee to both view and make changes.
Exact	If you need to dig down deeper, use the "Exact" to filter for tools with the text entered in the exact order you type them in the "Search for" field. (See above.)
Description	Use this to additionally search the tool's longer description that is found on the Tool Info Window.
Tool #	Use this to search for a tool by number.
Categories	Use this to reveal a selection screen allowing you to filter by specific tool categories (such as ACH or Budgeting or Teller tools).
Types	Use this to reveal a selection screen allowing you to filter tools by specific tool types (such as reports, dashboards, or maintenance tools).

Options

Option	Description
Assign to Employee	Select the tool(s) and then this option to assign access to a tool. If the version of this screen is for all employees, a window will appear allowing you to select the employees to whom you wish you assign the tool(s) Remember to always have the employee log off CU*BASE and log back in to ensure that the employee's Home Page will correctly reflect the underlying security changes.
About this Tool	Learn more about the tool by selecting the tool and then this option. The Tool Info window includes a short description of the tool, the permanent tool number, and much, much more.
Show Assigned Employees	Using this option, you can find the employees who already have access to a tool. This can assist you in proofing your work when adding a new tool to a group of members or to research which employees have access to a tool. Select the tool and this option and a window will appear with a list of employees. The ones selected have access to the tool.
Remove Assignment	(Appears on the version of this screen for a single employee ID) Select the tool(s) and then this option to remove access to a tool for a single employee. Remember to always have the employee log off CU*BASE and log back in to ensure that the employee's Home Page will correctly reflect the underlying security changes.

Buttons

Button	Description
Remove All	(Appears on the single employee version of this screen.) Use this to remove ALL tool assignments from this employee ID. A confirmation window will appear. This is helpful if you wish to clean up this person's tool assignments and start over.
Usage Analysis	Use this to display the Tool Usage Analysis dashboard, to see how tools are being used by your employees.
Show Assigned/ Show Unassigned/ Show Available/Show Recommended	Toggle between tools that are assigned, unassigned and available tools. The “Show Recommended” view lists all of the tools recommended for this employee’s Job Classification. If no Job Classification code has been entered on this employee’s profile, then you’ll see this message: NO records founds that match search criteria.
Print	Access the on demand security reports that can be printed.