Mass Maintenance

Request Org Unit Assignments

If the request is based on a template that has Org Units assigned, the template’s Org Unit assignments are copied to the request when the request is created. These Org Unit assignments display on the Request (Org Unit Assignments)page.

Template settings control which Org Unit assignments display on this page, and whether the ASSIGNED check box can be enabled or disabled on this page.

NOTE: A user is not allowed Org Unit security for a Request if not assigned Org Unit Values for each Org Unit on the template.

This topic contains the following sections:

Set Org Unit Assignment Security for a Request

A setting controls whether only Org Unit values assigned to the requester display or all Org Unit values for the template display on the Request (Org Unit Assignments) page.

A setting also controls whether the ASSIGNED check box can be enabled or disabled on this page, which allows a user to add or remove Org Unit values from the request. This setting can control user access to request data based on a user’s assigned Org Unit values.

These parameters are set at the global level and may be overridden at the individual template level.

Set Security at the Global Level

To set security for request Org Unit Assignment at the global level:

  1. Select Setup > Parameters from Navigation pane.

  2. Click the Template tab.

    To set security parameters that will be used by the Request (Org Unit Assignments) page:

  3. Click the Only Show Org Unit Values Assigned to Requester check box to enable it.

    NOTE: On the Request (Org Unit Assignments) page, only those Org Unit values assigned to the requester display. If the check box is not selected, Org Unit values assigned to all users on the template display.

  4. Click Edit.

    View the field descriptions for the Parameters page, Template tab

  5. Select an option from the Org Unit Security Level list box.

    NOTE: The value chosen sets how Org Unit values are assigned to requests by default. The ASSIGNED column on the Request (Org Unit Assignments) page is checked or unchecked based on the Org Unit Security Level. Options are:

    • OrgUnit Values Available For Assignment – All of the individual Org Unit values possible for the request are available for assignment to the request, but no assignments are assigned by default. (None of the ASSIGNED check boxes are enabled by default.)

    • User Assignments Defaulted, Change Allowed – All of the individual Org Unit values available to the user creating the request are assigned to the request by default, but may be unassigned. (All of the ASSIGNED check boxes on the Request (Org Unit Assignments)page are enabled by default.)

    • User Assignments Defaulted, No Change Allowed – All of the individual Org Unit values available to the user are assigned to the request and cannot be unassigned. (All of the ASSIGNED check boxes on the Request (Org Unit Assignments) page are enabled by default.) If this option is selected, the Select All, Unselect All, and Reset Defaults buttons are disabled on the Request (Org Unit Assignments) page.

  6. Click Save.

The Org Unit Security Level set on theParameterspage is the default value for all newly created templates.

Set Security at the Template Level

To change the global parameter values for an individual template, navigate to the settings at the template level:

  1. Click Team on Navigation pane.
  2. Click Templates for a team.
  3. Click VerticalView for a template.
  4. Click Advanced tab.

  5. Click Edit.

    View the field descriptions for the Templates page, Advanced tab

  6. Make choices as described above.

Once a user has set Org Unit values on the Request (Org Unit Assignments) page, unassigned Org Units (i.e., Org Unit values from a request that do not have the ASSIGNED check box enabled on the Request (Org Unit Assignments) page)  are removed from the request automatically when a user clicks the Confirm Org Units button on the Request page.

NOTE: If all of a user’s Org Unit assignments are removed at the request level, the user will not be able to process the request. If the user entered the request, the request still displays on the Request page for the user, but the user cannot process it.

Configure Org Unit Assignments for a Request

To configure Org Unit assignments for a request:

  1. Click Requests on Navigation pane.
  2. Click Org Units for a request.

  3. Click the ASSIGNED check box to include the Org Unit assignment in the request.

    NOTE: Click Select All or Unselect All to include or exclude all Org Unit assignments from the request.

    NOTE: To reset a request’s Org Unit assignments back to the template Org Unit assignments, click Reset Defaults. Refer to Reset the Org Unit Assignments for a Request for more information.

  4. Navigate to the Request page.

  5. Click Confirm Org Units on the Page toolbar; a confirmation message displays.

    NOTE: The user clicks Confirm Org Units to indicate that all applicable Org Unit Values have been assigned to the request. Once confirmed they cannot be changed and the request will become active.

    NOTE: If a request is based on a template that uses Org Units, the user must click Confirm Org Units on the Page toolbar, even if there are no Org Unit values assigned to the request. The Roles icon on the Request page will remain disabled until the user clicks Confirm Org Units.

  6. Click Ok.

Once Org Units have been confirmed, the Org Units icon is no longer active for the request. The Org Units Assigned icon is now active. Click this icon to view the request’s Org Unit assignments.

Once a request with Org Units is saved, the Org Unit, request ID, and user ID are written to the Org Units table in the cMass_Data database. Refer to TEMPLATE COLUMN Information for more information.

Reset the Org Unit Assignments for a Request

Org Unit assignments are originally made at the template level, but may be modified at the request level depending on the Org Unit parameter values chosen at the template level. If the assignments are changed at the request level, the user can reset the Org Unit assignments back to those assigned to the template.

NOTE: Once a request’s Org Units have been confirmed, the request’s Org Unit assignments cannot be reset back to the template Org Unit assignments. Refer to Request Org Unit Assignments for more information.

To reset Org Unit assignments for a request:

  1. Click Requests on Navigation pane.
  2. Click Org Units for a request.
  3. Click Reset Defaults on the Page toolbar; a confirmation message displays.
  4. Click Ok.

Updates to the Org Unit Table for a Request

Once a request that uses Org Units has been saved, Mass Maintenance updates the Org Unit table for the template in the cMass_Data database.

The Org Unit table contains rows for each combination of Org Unit values for each user who is assigned security for each of those values.

For example, a template has the Org Units Plant and Sales Org assigned.

User A is assigned to all Plants and all Sales Orgs.

User B is assigned to Plant AB10 and Sales Org AB01.

A user creates a request based on the template that has the Org Unit values of Plants ‘AB10’ and ‘AB12’ and Sales Orgs ‘AB01’ and ‘AB02.’

For User A, the Org Unit table will contain the following entries:

  • Plant AB10, Sales Org AB01
  • Plant AB12, Sales Org AB01
  • Plant AB10, Sales Org AB02
  • Plant AB12, Sales Org AB02

For User B, the Org Unit table will contain the following entry:

  • Plant AB10, Sales Org AB01