Checking Why a User Cannot See a Document

The Document Security by User report allows you to check why a user cannot see a document.

When the report identifies a user is missing a security role, it will display the applicable role that needs to be applied in order to see the document.

What you will need:

  • Document Type - REQ, PORD, XXPI etc...
  • Document Number - Number of the applicable document
  • Username of the User - This can be found on any login screen or within Financials Administrator.

Only System Administrators with CUSTADMIN or PSFADMIN access will be able to amend a users security.

Using the report

The report can be found in the Additional Reports section of the Reporting Suite.

To access the Reporting Suite, you must be logged into PS Accounting. In PS Accounting:

  1. Select Modules > ReportingSuite.

  2. Select Security Reports Dashboard from the Additional Reports section.
  3. Select Document Security by User from the User Security section.
  4. The report loads and you are prompted to enter the details of the document and user that cannot see the document. The report criteria is as follows:

    Please select the Doc Type: Document type the user cannot see. E.gPORD,LLPIetc...
    Please select the Doc Num: Document number the user cannot see.
    Please select the User ID: The User Name of the user.
  5. Select View Report. This displays the various elements of the document such as the nominals, ledgers and accounts.

  6. The Access Allowed field next to each element will display a tick or a cross. If a green tick is displayed, it means the user has access to that element of the document. If the Access Allowed field displays a red cross, it means the user does not have access to that element of the document, which will be the reason they cannot see it.document_security_by_user_criteria_results.png

  7. If a line has a red cross against it click the + button to expand the line. This will display the security role required by the user in order to see the document.

    The following example shows the THR role is required to view the CURRICULUM account on the document.document_security_by_user_criteria_results_expand.png

  8. To correct this, log into Financials Administrator as CUSTADMIN or PSFADMIN and tick the applicable role against the User Group. In our example it is THR.document_security_by_user_criteria_security_select.png
  9. Click theApplybutton.
  10. Re-run theDocument Security by Userreport to check the access is now correct.
  11. Repeat this process until all of the boxes are ticked.

The user should now be able to see the required document.

If there are still issues, check Input Allowed box on the account and Input Allowed box on the nominal. You may also need to check the Access Level for the nominal and account.