Creating a group

  1. On the Groups pane, highlight the top level group into which you want to add the new group.
  2. Click the Create Group button on the toolbar to display a blank Group Detail form.
    Note: The options available are dependent on the top level group in which the new group is being added.
  3. Click the Group Detail tab and specify this information:
    Note: This information is common to all groups.
    Group Name
    The unique name that identifies this group.
    Description
    Use this field to record a detailed description of the group, such as role or department.
  4. To add or maintain an operator group, click the Operator Group tab and specify this information:
    Operator Group Code
    Enter a code to identify this operator group. The group being created here is then mapped to this operator group.
    Short Heading
    This is a shortened version of the description. It should be used instead of the description where space is limited. If you leave this blank it defaults to the first characters of the Description.
    Clear Operator at Login
    Operators may get locked out of due to, for example, system failures. Check this check box to enable members of this group to clear their own logins in order to remove the lock on their operator if this happens.
    Note: If this setting is not enabled, operators must contact their system administrators in order to clear their login.
    Status
    A status is assigned to each record and determines the current processing status of the record.
    Open
    This status is set automatically when you add a new record e.g. if you create a new user. Open items are available for input, inquiry, processing and reporting.
    Hidden
    A record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
    Suspended/Held
    A suspended record.
    Closed/Completed
    A closed record cannot be used for input or processing.
    Lookup Code
    A Lookup Code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example:
    • the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup code is set to FUELEXP.
    • the Customer code for WHSmith is set to WHSmith and the Lookup code is set to SMITHWH.
    Requisitioning User Group
    Select this option to create a group for users who are only allowed to access these requisitioning functions:
    • Requisition Entry (PRE)
    • Requisition Presets (PRP)
    • Requisition Catalogue Browse (RCB)
    • Requisition Catalogue Setup (RCG)
    • Requisition Email Notification Configuration (REM)
    • Requisition Inquiry (RQA) - All Requisitions
    • Requisition Inquiry (RQM) - My Requisitions
    • Requisition Types (RTS)
    • Requisition Work Queue (RWQ)
    • Change Business Unit (CBU)
    • Out of Office Delegation (OOD)
    • Inventory Receipt Note Entry (IRE)
  5. Click the User Default Settings tab and specify this information:
    Default Business Unit
    Select a default business unit for users in this group. Users who are group members have automatic access to the business unit forms. Users can use alternative business units by selecting Change Business Unit (CBU). Leave blank if you do not want to set a default business unit for users in this group. Users will be prompted to enter a business unit code when they launch a SunSystems function.
    Default Ledger
    Select the default ledger for users in this group. This prevents budget code requests for those functions that do not have a budget code specifically defined.
    Set Operating System Date
    Select a default login date setting for users in this group. The options are:
    Force Entry
    The date must be entered by the user.
    Automatic
    The date is supplied and cannot be changed. No confirmation is required.
    Confirm at Login
    The date is supplied and can be changed, but must be confirmed.
    Display Only
    The date is displayed but cannot be changed. No confirmation is required.
    Temporary Work Folder
    Set the default folder where temporary files are stored for users in this group.
    Note: Environment variables can be entered in the format $AAA\, where AAA is the environment variable name, and shared folders on remote computers can be entered in the format \\BBB\CCC , where BBB is the name of the remote computer and CCC the name of the shared folder.
  6. Click the Function Permissions tab and select the required check box(es) to give the group access to functions.
    Note: You can filter the list of functions by clicking the column headers.
    Select All
    Select this check box to change the permission status for all of the currently filtered functions.
  7. Click the Data Access Groups tab to assign data access groups to the user group.

    Use the add and remove arrows, or highlight a group and double-click, to create the list of data access groups that are assigned to this user group.

  8. Click the Miscellaneous Permissions tab and specify the required information.
  9. Click the Actions Permissions tab to specify which actions are enabled for the selected business unit.
    1. Click Add to select one or more business units.
    2. Highlight a business unit and select the actions you want to allow. By default, all actions in the list are selected.
  10. Save your changes.
Related topics