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.
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 Processe
- 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 Everyday User Template LDAP Groups |
Shows the LDAP Groups tab in the Everyday User Process Template settings window. 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 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. This overrides any selections that have been made in the Room Access area. |
Allow EMS Room Sign Administration | Grants access to Room Sign App settings through the EMS Glance Settings menu button in the EMS Desktop Client. Additionally, users can access the settings for EMS Room Sign App through the Configuration menu |
Everyday User Processes (Administrator and Guest Request)
Process |
Permission Granted |
---|---|
Define and Edit Language Translations |
Define and edit language translations in EMS Web App. |
Define and Edit Web Menus |
Define and edit web menus, including the creation and modification of links from EMS Web Appto other web pages. |
Define and Edit Everyday User Process Templates |
Define users’ access to process templates that are used in EMS Web App. |
Define and Edit Everyday User Security Templates |
Define users’ access to security templates that are used in EMS Web App. |
Define and Edit Help Text |
Define and edit help text, page labels, and so on. |
Define and Edit Everyday Users |
Define and edit the users who have access to EMS Web App. |
Web Reservations |
Run the Web Reservations Browser, which displays reservations entered into your EMS database through EMS Web App. |
Hoteling Processes
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
- EMS Campus Planning Interface Processes
- CPI Configuration Processes
- CPI Course Processes
- CPI Inquiry Processes
- CPI 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. |
CPI 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. |
CPI 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 |
User edit or cancel existing courses during Define & Edit mode or Dual mode. |
Override Time Block Patterns |
User can edit the Time Block for a term during Define & Edit mode or Dual mode. |
Preassign Scenarios |
User can create and run Pre-assignment optimization scenarios during Set Preferences mode or Dual mode. |
Search for Rooms |
User can search for rooms during Define & Edit mode or Dual mode. |
Set Preferences |
User can set preferences for the course (for optimization) during Set Preferences mode or Dual mode. |
Set Specific Room Preferences |
User can choose a specific room in Set Preferences mode or Dual mode. |
Share Space Across Domains |
User can share space between two courses on different domains during Define & Edit mode or Dual mode. |
Share/Unshare Space |
User can share or unshare space between two courses on the same domain during Define & Edit mode or Dual mode. |
CPI Inquiry Processes
Process |
Permission Granted |
---|---|
Academic Book |
User can access the Academic Book. |
Academic Browser |
User can access the Academic Browser. |
Open Course Navigator |
User can open a course in the Navigator window. |
CPI Report Processes
Report Name |
Permission Granted |
---|---|
< > Report |
User can run and print the indicated report. |