In this Core Concept video, learn about two master data components, staff and users. Staff are employees at your organization who may be assigned grant tasks. Users have access to log into Euna Grants. In this video, learn more about these two components and how to enter them in Euna Grants.
37 STEPS
1. Welcome to the Euna Grants Core Concept video focused on the Master data components of Staff and Users.
2. Master data is the starting point for building a robust grants management system within Euna Grants. This data will be critical in setting up your grants, performance plans, budgets, and reporting.
3. Today, we will focus on manually entering staff and users. There are import options available which are reviewed in another video on our support site. We recommend manually entering a few records to familiarize yourself with Euna Grants.
4. Let’s do a quick comparison of the two components. There are key differences between staff and users. While staff can be assigned responsibility, they cannot log into Euna Grants. Anyone who needs to log into Euna Grants should be a user .
5. Staff are people who may be responsible for items related to grants. The only required fields on a staff record are first name, last name, and email address. Staff records can be linked to organizations or individuals to track relationships
6. Staff can also be linked to budgets in grants or projects. Staff can have responsibility for performance items and can receive emails from Euna Grants. Finally, staff can be converted into Euna Grants users.
7. Users are staff who may log into your Euna Grants account. The only required fields on a user record are first name, last name, email address and role. Users can be assigned responsibility for tasks, budget items and performance items.
8. Users have a security role which dictates their level of access to data within Euna Grants.
9. Once a user is created, they must be invited to the system by an account administrator, which can occur one at a time or in bulk. A user’s username is their email address listed on the user record, a typo can disrupt the user's experience.
10. Users will set their own password via the invitation process. In a separate training module, we review password settings you can create for your organization.
11. Included in your subscription, there are 4 security roles – admin, editor, user, and view only. The admin can create and edit records and can view all activity. The editor role can view and edit records, and can assignee users.
12. The user role can view records and can document progress against budgets and performance. No matter the role, Users can be restricted from viewing certain information regardless of object or role.
13. Let's create a Staff record. On the left navigation menu, select Contacts
14. Click Staff
15. To add a staff record, click on the plus icon in the top right toolbar.
16. Enter a First Name
17. Last Name
18. You will note that track time is also required but is defaulted to monthly. That field does not apply to your current subscription so you can leave it as defaulted.
19. Scroll down and enter the Email Address
20. Click Create
21. To navigate to the user section, click on Administration in the left navigation menu
22. Then click on the arrow next to system security.
23. Click Users. You can create a user from scratch or you can convert a staff record to a user. Today, we’ll create a new user from scratch. We have a supplemental video available on converting a staff record to a user.
24. To add a user record, click on the plus icon in the top right icon toolbar.
25. The entry screen to create a user is different than creating a staff record. At the top you have options for subscribing the user to emails, meaning the user would receive communications daily or weekly with upcoming tasks in Euna Grants.
26. You will also see a field where you can add the user to a Department.
27. The next field, which is required is the security role. Here you can choose between a number of roles and select if the user is an admin, editor, user, or if they should have View Only access; per object type.
28. There are also advanced restrictions to restrict a user from viewing information regardless of their permissions.
29. Scroll down and enter a First Name, Last Name. In this entry screen time tracking is defaulted and you may leave it as noted.
30. and Email Address
31. Type PrimaryEmailAddress
32. Enter any additional information about your user that you’d like stored on the record and click create.
33. Congratulations! You’ve created a user! To invite a user to Euna Grants, click the mail icon next to the users name.
34. After you hit this icon the user will receive an email invitation to log in to Euna grants. Click Send Invitation
35. Scroll down and click Create
36. As an account admin, on this screen you are able to see all users created, if they’ve been invited to Euna Grants and also if they’ve logged into the system.
37. Through this video, you’ve learned how to enter staff and users. For additional instructional documentation, please visit our support site. Thank you!
Here's an interactive tutorial
https://www.iorad.com/player/2621479/GS--Master-Data--Staff---Users
To export a copy of this video's scrip, click on the three dots, and Download PDF.
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