Maintaining the Finance Systems User Control Sheet
The User List controls access to all Finance Systems. This list was produced as there is no way to export user details from any of the systems in a user-friendly format and must be kept up to date at all times. It is the first place to make any changes.
The list is located in the shared drive:
Brighter Places\IT Department - General\Finance Systems\Users and Approval Limits
When Adding a User Account
Open the file and go to the 
tab
The user list is held alphabetically by username. This is because this is how the Users appear in OpenAccounts. Scroll through the list to find the correct place to add the new user and insert a blank line.
Add a unique 
Add 
Set 
to NO
Add 
The Starter form should have provided the name of an existing user to copy. Find that user in the list and copy their remaining details onto the blank line. This will assist you with the remaining set up. For Information, the remainig fields control all access to OA and eBIS as follows:
Defines the level of access to OA
Are linked to the and are automatically assigned by the profile allocated
Grants access to eBIS and controls the numbers of licences available. All users get an eBIS Exchange licence by default
Defines the level of access granted to eBIS
Allows for a record of who can access DbCapture: U = User, A= Administrator
The user has now been added to the spreadsheet
Save the changes
When Deactivating A User Account:
Open the file and go to the 
tab
Use the dropdowns to Locate your user in the list. This will show you which system the user has access to. 
Note: every eBIS user has an OpenAccounts profile/account although they will be unaware of this. Access will also need to be deactivated in OA as well as eBIS
Rename the account. Use the format ZZ(LEAVER) regardless of the reason the account is being deactivated i.e. use this format even if the user has simply stopped using their account.
Change 
to YES
Add 
to the column
If the user has access to eBIS, remove any licences from the 
columns as this controls the numbers of licences available. There is no need to remove information from the 
columns
Change the colour of cells A-F. This helps to quickly identify types of accounts, or to filter the list for further searching. Colours can appear different on different screens. If in doubt, the appropriate colour settings are shown below
The spreadsheet will look similar to this
Save the changes