Step-by-Step Guide for Adding Users and Managing User Access

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Intended Audience

This guide is for Department Heads or their designee who will serve as the Unit Admin for a Franklin College department or affiliated unit in the Requests and Commitments System.  A Unit Admin determines who has access to see, submit, change, and/or prioritize the department's requests. 

Log in to Franklin OIT R&C System

Follow this link to log in: https://webapps.franklin.uga.edu/requests_commitments/login.php

Log in with your UGA MyID and password:

Once logged in, you will be directed to your Departmental Requests landing page which lists all the requests your unit has made over the years. 

Add Users to Unit

Step 1: Access the Administration section.

 Click "Administration" to access the administration section.

Step 2: Add the User

On the Administration page, scroll down to "Add User to Unit" (under the "Managing Your Users" information block).

Add the user's First Name, Last Name, Email and MyID.

NOTE: In the MyID portion of the form, please make sure you are using the actual MyID of the user(s), not the email alias (some users can have a longer/alternate version of their email address). The myID is likely to be short and will not have any dots (.) in them. 
Please use only the MyID portion (without "@uga.edu" at the end).

Step 3: Save

Click the "Add to Unit" button. The users have now been added as view only access and you will be able to set their specific permissions (as discussed in the "Manage Unit Users" section of this document).

Step 4: Assign Permissions

NOTE: If you need to make this user a "unit administrator" you will need to submit a ticket to the Franklin OIT helpdesk  at http://helpdesk.franklin.uga.edu. This is the only permission you can not assign a user yourself. 

A basic user doesn't have access to anything until permissions are given . They will be able to login to Requests and Commitments, but there will be no information displayed. You have to assign permissions to give them access to Unit data.

There are four request types a user can make:

• Computer Lifecycle  - For making requests for computers that have reached their warranty expiration

• Student Tech Fee (STF) Base Allocation - For making requests that come out of the student tech fee budget

• Learning Technology Grant - Special requests that are announced annually if available
• STF One-Time Funding Request - Special requests that are announced annually if available

There are three levels of permission:

• Read-Only: this is a default permission created just by adding someone to a request type

• Initiate: this is a permission granted for creating requests for a certain request type

• Edit: this is a permission granted for editing requests for a certain request type

• Export: this is a permission granted for exporting requests for a certain request type

At a minimum, you will probably want to grant at least "Read Access" to one or more request types:

A. Granting Read Only Access

Find the user in the list of users. From the "Choose Type" drop-down box, choose the type of requests you want the user to access.

Click the "Add Type" button. This user now has "read only access" for this type.

B. Granting Additional Permissions other than Read-Only

Once you have added "read only access" for the type of request, you can add add other permissions as well.

There are three levels of permission:

• • Initiate - this allows the user to "create" new requests for this type

  • Edit - this allows the user to "edit" requests for this type

  • Export - this allows the user to "export" requests for this type

To give any of these permissions, click the check boxes labeled "Initiate", "Edit" or "Export" to assign these permissions to each type. The change is immediate - there is no "save" button.

Editing a User

You will see a list of users who have various permissions to view, create (here called Initiate), edit, and/or export your requests.

Step 1: Edit User Information

You only need to do this step if you want to change the user's name or e-mail address. If you want to change permissions, go to Step 2.

Click the "Edit User" link next to the user's name. This will bring up a pop up box with the information you can edit which includes First name, Last name, and e-mail address. Make sure to click the "Save Changes" button.

Step 2: Edit or Remove Permissions

Adding permission levels

You can add permissions for each type of request by "checking"  the check boxes below the type of requests. The change is immediate - there is no "save" button.

Removing permissions except read-only

You can remove permissions for each type of request by "unchecking"  the check boxes next to the type of requests. The change is immediate - there is no "save" button.

Removing all permissions including read-only

If you want to remove all access for a type of request, including read only access, click the red "X icon. Again, the change is immediate - there is no "save" button.