User Departmental Restrictions

Here's a question for the experts: How does Adagio manage User access to Statement Groups when departmental restrictions have been applied? Does Adagio verify whether the statement group is producing information for a restricted department and block access?

We are trying to give department managers access to Statement Groups, they can see the group but they won't print. I don't see a way to restrict Statement Groups by user - which would be a nice feature.

Thanks

Hi Lyndon,

When SYS is logged into the Financial Reporter, right-click on a statement group and from the pop-up menu, select Allow Users, which is the 3rd choice on the list. From here, SYS can make a statement group for SYS only, or for SYS and the selected users. It is possible to restrict Statement Groups to specified users.

When Departmental Security is enabled for a user, this means that user cannot even edit Statement Groups. Just print/export them.

Adagio does not check the department security list to prevent printing statement groups for disallowed departments. It is up to the person to decide which statement groups can be printed by which users, and that incorrect departments are not selected.

The ShowMe video for printing statement groups in the Financial Reporter demonstrates setting for specific users, starting at around the 2:30 mark of the 4-minute video.

Thank you. That is helpful.

Hi Lyndon,

Keep in mind that giving them access to statements will allow them to drill down to the transaction level and in some rare cases, the balanced journal entries could cover multiple departments as you know. So in our experience, some of those entries had payroll information or funding information that was distributed to multiple departments that some were not supposed to see.

This usually isn't a big deal because you have to drill down to see it. But if it is, and you don't want the user to see absolutely anything from another department, then you can set up FX data sets and retrieve only the one department. We have set this reporting access up for a couple of our First Nations. Email me if you want the details.

Our intent was to set up Statement Groups and control them by user - so only the user specified would see them on the drop-down menu. Inside Financial Reporter the restrictions are much easier to configure as we can restrict by department.

Yes. I didn't realize you were only giving them the option to print/export.

But if you give them access to view in the Financial Reporter, even with a departmental restriction in place, the user can drill down to the transaction level and if the entry involved debits or credits to other departments they will show up.

We noticed this when our client's user (with a departmental restriction) drilled down on the wages YTD and the entry for an employee who worked for multiple departments showed all the departments and amounts their wage was distributed to.

Actually, the client is quite excited about being able to give drill-down access to the financial reports. I don't expect the drill-down aspect to pose a concern. The issue was restricting the statement groups from appearing on the financial statements menu if the user did not have permission to see them. I post an update once we have implemented and tested the statement group restrictions by user.

You're right. It's not usually a concern. Just didn't want you to have any surprises.