Who is this article for?

Administrators who need to assign staff to Entities.

Administrator access to the Universe module is required.

This article explains how to assign and unassign staff to specific entities when you need to grant access beyond the standard Client level Read Entities permission options.

1. Understanding entity staff assignment

It is not necessary to explicitly assign all users to entities since the Client level Read Entities permission allows for All, Assigned and Org Unit values. Access can be granted to entities in bulk through either of those options, so this function would only be used if there was a need to grant a user access to a specific entity.

2. Assigning staff to an entity

To assign staff to an entity, follow these steps:

1. Launch an entity.
2. Go to Entity Work, then select Assign Staff.
3. Select Assign from the ribbon or use the right click mouse menu.
4. Use the tick box to assign a person from the available staff list and click Ok.

Note: Multiple staff selections can be assigned as required.

3. Unassigning staff from an entity

To unassign staff from an entity, follow these steps:

1. Launch an entity.
2. Go to Entity Work, then select Assign Staff.
3. Select the staff to remove as required.
4. Use the Unassign function from the ribbon.

Tip: You can select multiple staff members using CTRL.

4. Understanding entity assignment properties

For each entity assignment, the following properties are available:

• Name (read only)
• Active - select whether the person is active or not
• Role - select a role from the pick list (roles can be defined and edited in Manage Roles)
• Processes - assign to one or more processes within the entity
• Default Entity Role (read only)
• Org Unit (read only)
• Department Names (read only)
• Job (read only)
• Email (read only)
• Phone (read only)

5. Assigning staff to processes within an entity

For each entity, a person can be assigned to one or more processes within that entity. This can be used in conjunction with related security features, for example if you want to limit a user to only the data relating to certain processes within an entity.

Important: If the Processes field is left empty, this will be interpreted as meaning that the person is assigned to all processes within that entity.