Summary

The Tag Maintenance window is used to create user-defined categories for Springbrook entities. For example, AP Vendors could be tagged as Office Supplies, Fire and Rescue, or Heavy Equipment vendors in order to control which employees have access to specific types of vendors and to improve efficiency when working with large numbers of vendors.

Step by Step

1     View the existing tags.

• Open the Tag Selection window (SS> Security> Tag).
• The Tag Selection window will display all the tags that exist in the system. Use the Name and System fields in the Search Criteria section to filter the tags displayed in the data grid below.
• Select a tag and click the Delete icon or press DELETE to delete the selected tag.
• Select a tag and click the Modify icon or press ENTER to edit an existing tag.
• Click the Create icon or press INSERT to create a new tag. This will open the Tag Maintenance window.

2     Create a tag.

• Complete the General tab.
  • The Name field is used to specify a name for the tag.
    • This field is limited to 32 alphanumeric characters and must be unique.
  • The Description field is used to add a description to the tag.
  • Check the Restrictive toggle to set this tag to restrict access.
    • Tags that have this toggle checked are restrictive tags. Tags that do not have this toggle checked are permissive tags. How restrictive and permissive tags are attached to Springbrook entities will determine how Springbrook users will access those entities.
      • If an entity is associated with more than one restrictive tag, only users that have access to ALL of those restrictive tags will be able to access the entity.
      • If an entity is associated with more than one permissive tag, any user that has access to ANY of those permissive tags will be able to access the entity.
      • If an entity is associated with more than one restrictive tag and more than one permissive tag, only users that have access to ALL of the restrictive tags and AT LEAST ONE of the permissive tags will be able to access the entity.
  • Select the System the tag will be used in.
    • Current tag functionality is limited to AP Vendors and GL Charts.
    • At least one system must be selected.
• Complete the Permissions tab.
  • The Permissions tab is used to add users and user groups to the tag.
  • Click the Create icon drop-down menu and select either New User or New User Group to add a user or a user group to the tag. This will open the User or User Group Selection window.
    • The same user or user group cannot be added to a tag multiple times.
  • Highlight a user or user group and click the Delete icon to delete it from the tag.
• Complete the Securables tab.
  • The Securables tab is used to add Springbrook entities to the tag. Individual entities can be associated with tags on the entity maintenance window.
  • Click the Create icon drop-down menu and select an entity to add to the tag. This will open the related entity selection window.
    • The same entity cannot be added to a tag multiple times.
  • Highlight an entity and click the Delete icon to delete it from the tag.

3     Track any changes made to the tag record.

• Click the Audit Trail icon to open the Audit Trail window.
• Use the Search Criteria section to sort the displayed audit history.
• The Audit Trail section will provide details about any changes made to a tag record including the date of the change, type of change made, user that made the change, and data table that was edited.