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Overview of User Processes

When you configure a user template or a user account, you must assign one or more processes to the template or account. Each process grants a specific permission to the user. The following sections detail the event processes or academic event processes that you can assign to a user template or account, or an academic user template or account, respectively, and the permissions that are granted to the user by each process.

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Before assigning processes to a user template account, read through all the processes and note the implied relationships between certain items. For example, if you plan to give a user the right to edit a booking, you must also give the user the right to open a booking.

Event processes

Event processes are categorized according to the following:

“Billing processes”

“Configuration processes”

“Inquiry processes”

“Report processes”

“Reservation processes”

“Special processes”

“Hoteling processes” (Available only in EMS Workplace)

Billing processes

Process

Permission Granted

Ageing Report

Run the Ageing report.

Browse Transactions

Use the Browse Transaction function.

General Ledger Distribution

Run the General Ledger Distribution report.

Invoice Detail Report

Run the Invoice Detail report.

Invoicing

Run the Billing Worksheet report and generate invoices.

Payments, Deposits & Adjustments

Enter payments, deposits, and adjustments.

Reprint an Invoice

Reprint an existing invoice.

Statements

Print financial statements for groups.

Transaction Report

Print the Transaction report.

Void an Invoice

Void an existing invoice.

Voided Transaction Report

Print the Voided Transaction report.

 

Configuration processes

Process

Permission Granted

Configure Web Template LDAP Groups

Shows the LDAP Groups tab in the Web Process Template settings window.

Warning: This tab reveals the names of your Active Directory or other LDAP-type Groups.

Define and Edit [Configuration Item]

Add, change, or delete indicated configuration item. For example, Define & Edit Accounts provides add, change, or delete rights to the Accounts that are configured in your system.

Resource category items [Category Name]

Resource categories that you have defined are also included as Configuration processes. Add, change, or delete resources from the selected categories.

Web Data Translation

Allows a user to provide translations for items on the web.

 

Inquiry processes

Process

Permission Granted

Browse Reservations

Use the Browser to search for existing reservations, bookings, service orders, and resources.

Calendar Inquiry

View the Calendar Inquiry, which shows the number of bookings on each day of a month in a wall calendar-type format.

Open Reservation Book

View the Reservation Book, which displays bookings for a day, week, or month as colored bars on a room/timeline grid.

Resource Calendar Inquiry

View the Resource Calendar, which shows, on a monthly calendar, the number of times an item is reserved.

Visitors

Open the Visitors browser, which lists attendees by date and identifies visitors as such.

 

Report processes

Report Name

Permission Granted

< > Report

Run, review, and print the indicated report.

Define and Edit Queries

Create and edit the queries that have been created in the Query Builder.

Reservation processes

Process

Permission Granted

Academic Import (Academic Import Module)

Run the Academic Import Utility, which you use to manually import an academic course schedule into EMS.

Attendance Entry

Use the Attendance Entry function to note the actual attendance for bookings that took place on a particular date.

Delete Attachments

Give a user the ability to delete attachments for a room record, a reservation, a booking, or a group.

Email History

Review email history.

Manage Services

Give a user access to Manage Services option on the EMS toolbar and under the Reservations menu.

Open Navigator

Open a reservation in the Navigator window.

Open Reservation Wizard

Create a single-date or series reservation using the Reservation Wizard. This process also provides read-only access to groups.

Reminders

Use the Dashboard to add and manage reminders.

 

Special processes

Process

Permission Granted

Allow Department Selection

Select any of the defined departments when billing.

Copy Reservation

Copy a reservation, including all its bookings and details, from one date or date range, to another reservation.

Define Public Memorized Reports

Define the settings for public memorized reports.

EMS API Web Service Access

Used for optional EMS API.

Explode Combo Room

Use the Explode Combination Bookings utility, which takes the booking of combination room and breaks it down into bookings for the components of the combination room.

Edit Booking Details

Add or edit booking detail information.

Edit Critical Booking Information

Edit booking information that could cause one booking to be in conflict with another. The critical booking data items are date, reserved time, room, and status.

Edit Non-Critical Booking Information

Edit booking information that will not cause one booking to be in conflict with another (for example, the event name or the setup type and count).

Edit Pricing

Change the pricing on a booking detail item that has been reserved.

Edit Reservation Information

Edit reservation information.

View and Book Access On All Rooms

Grants rights to an EMS user for all rooms without having to explicitly provide access on the Rooms tab.

Note: This overrides any selections that have been made in the Room Access area.

 

Web processes (Web Admin and Guest Request)

Process

Permission Granted

Define and Edit Web Cultures

Define and edit web cultures (the languages that are available for translation) in VEMS.

Define and Edit Web Menus

Define and edit web menus, including the creation and modification of links from VEMS to other web pages.

Define and Edit Web Process Templates

Define users’ access to process templates that are used in VEMS.

Define and Edit Web Security Templates

Define users’ access to security templates that are used in VEMS.

Define and Edit Web Text

Define and edit web help text, page labels, and so on.

Define and Edit Web Users

Define and edit the users who have access to VEMS.

Web Reservations

Run the Web Reservations Browser, which displays reservations entered into your EMS database through VEMS.

 

Hoteling processes

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For detailed information about each of the listed reports, see the EMS User’s Manual.

Process

Permission Granted

Booking Notice Statistics

Run, review and print the Booking Notice Statistics report.

Check In Status

Run the Check In Status utility, which allows users to determine whether a group has checked in (or out) at your facility.

Check In Statistics

Run, review and print the Check In Statistics report.

Define and Edit Reservation Wizard Templates

Add, change, or delete reservation wizard templates.

Early Check Out Report

Run, review and print the Early Check Out Report.

Arrivals and Departures Report

Run the Arrivals and Departure report, which lists the respective arrival and departure times for each booking.

Groups With Multiple Bookings

Run, review and print the Groups With Multiple Bookings report.

No Show Report

Run, review and print the No Show Report.

No Show Wizard

Run the No Show Wizard.

Room Occupancy Summary

Run, review and print the Room Occupancy Summary report.

Transition Report

Run, review and print the Transition report.

Visitor Report

Run, review and print the Visitor report.

 

Academic event processes

Academic event processes are categorized according to the following:

“Administrative processes”

“Campus Planning Interface processes”

“Configuration processes”

“Course processes”

“Inquiry processes”

“Report processes”

Administrative processes

Process

Permission Granted

Administrative processes

Allow Domain Selection

Allows the user to select from all domains that are configured in the Academic planning area.

Copy Term Preferences

Allows a user to copy course preferences from one term to another.

Define and Edit Domains

Create and/or edit domains within the Academic Planning-Configuration area of EMS Academic Planning.

Define and Edit Final Exam Schedule Templates

Allows the user to create or make changes to the Final Exam Schedule template.

Define and Edit Final Exam Sessions

Allows the user to create and publish final exam sessions.

Define and Edit Optimization Scenarios

Allows the user to create and apply an optimization scenario.

Edit Terms

Allows the user to edit the mode of a term.

Manually Update SIS

Allows the user to manually push location updates back to the SIS, assuming that this has not been automated in the system parameters.

Publish/Unpublish Terms

Allows the user to publish a term and create room reservations in EMS or unpublish a term and delete room reservations in EMS.

 

EMS Campus Planning Interface processes

Process

Permission Granted

Web Administrator

Grants access to the administrative functions after the user is logged in to the EMS Campus Planning Interface client.

 

Configuration processes

Process

Permission Granted

Define and Edit Academic Units

Allows the user to add or edit academic units.

Define and Edit Course Types

Allows the User to assign course types to event types.

Define and Edit Instructors

Allows the user to set the importance level of synchronized instructors.

Match Course Type/Room Types

The user can match a course type to a room type (or vice-versa) for course optimization.

Synchronize Academic Unit

User can synchronize the specified item from the SIS.

Synchronize Buildings

User can synchronize the specified item from the SIS.

Synchronize Course Types

User can synchronize the specified item from the SIS.

Synchronize Courses

User can synchronize the specified item from the SIS.

Synchronize Instructors

User can synchronize the specified item from the SIS.

Synchronize Room Types

User can synchronize the specified item from the SIS.

Synchronize Rooms

User can synchronize the specified item from the SIS.

Synchronize Subjects

User can synchronize the specified item from the SIS.

Synchronize Terms

User can synchronize the specified item from the SIS.

 

Course processes

Process

Permission Granted

Add Courses

Allows the user to add new courses during Define & Edit mode or Dual mode.

Add Sections

Allows the user to create a new section of an existing course (copy courses) during Define & Edit mode or Dual mode.

Edit Course Credit Hours

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Days of the Week

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Enrollment

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Instructor

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Notes

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Number

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Seat Fill

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Section

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Start/End Dates

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Start/End Times

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Subject

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Title

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit Course Type

User can edit the specified course detail during Define & Edit mode or Dual mode.

Edit/Cancel Courses

The user edit or cancel existing courses during Define & Edit mode or Dual mode.

Override Time Block Patterns

The user can edit the Time Block for a term during Define & Edit mode or Dual mode.

Preassign Scenarios

The user can create and run Preassignment optimization scenarios during Set Preferences mode or Dual mode.

Search for Rooms

The user can search for rooms during Define & Edit mode or Dual mode.

Set Preferences

The user can set preferences for the course (for optimization) during Set Preferences mode or Dual mode.

Set Specific Room Preferences

The user can choose a specific room in Set Preferences mode or Dual mode.

Share Space Across Domains

The user can share space between two courses on different domains during Define & Edit mode or Dual mode.

Share/Unshare Space

The user can share space (or unshare space) between two courses on the same domain during Define & Edit mode or Dual mode.

 

Inquiry processes

Process

Permission Granted

Academic Book

The user can access the Academic Book.

Academic Browser

The user can access the Academic Browser.

Open Course Navigator

The user can open a course in the Navigator window.

 

Report processes

Report Name

Permission Granted

< > Report

User can run and print the indicated report.