Assigning Access Groups and Tasks

The Assign Access Groups and Tasks page allows you to select one or more groups and tasks from multiple profiles and connect them to selected access schedule periods. This page has two tabs: the Assign Access Groups tab and the Tasks tab.

Clairvia Web saves access groups and tasks assignment changes on a first come, first served basis. If multiple users make changes to the same profile at the same time, the first person to click Save has their configuration saved. All other users receive the message This data has been updated by another user. Your changes cannot be saved.

You can click Reset to undo any edits made since you last saved the configuration.

Using the Assign Access Groups Tab

The Assign Access Groups tab lets you connect defined Access Groups to Access Schedule Periods. These associations control when access group members can see and enter new requested tasks.

1. Open Clairvia Web.

2. From the Configure menu, select Requests > Assign Access Groups and Tasks. The Assign Access Groups and Tasks page opens with the Assign Access Groups tab active by default.
3. Select a period in the Access Schedule Periods box.
4. Select the groups you want to assign to the selected period by selecting their check boxes in the Available Access Groups list. This list includes all profiles and access groups within the facility. To expand the access group list, click the plus button . To collapse the list, click the minus button .
   1. To select all profiles and access groups, select All.
   2. To select all groups in a profile or profiles, select the check box in front of the profile names.
   3. To select individual groups within a profile or profiles, select the check box in front of the group name.
5. Once you have selected the profiles and groups you want, click Add. Clairvia Web moves the groups from the Available Access Groups box to the Selected Access Groups box.
6. Click Save.

You can assign groups to multiple Access Schedules by repeating steps 2 through 6.

Using the Assign Tasks Tab

The Assign Tasks tab allows you to connect Access Schedule Periods to specific tasks. These associations control which request eligible tasks are available during an access schedule period.

1. Open Clairvia Web.

2. From the Configure menu, select Requests > Assign Access Groups and Tasks. The Assign Access Groups and Tasks page opens with the Assign Access Groups tab active by default.
3. Click the Assign Tasks tab to make it the active view.
4. Select a period in the Access Schedule Periods box.
5. Select the tasks that should be available for the selected period by clicking their check boxes in the Available Tasks list. This list includes only those assignments and tasks available for employee requests. To expand the task list, click the plus button . To collapse the list, click the minus button .
   1. To select all assignments and tasks, select All.
   2. To select all tasks in an assignment or assignments, select the check box in front of the assignment names.
   3. To select individual tasks an assignment or assignments, select the check box in front of the task name.
6. Once you have selected the assignments and tasks, click Add. Staff Manager moves the groups from the Available Access Groups box to the Selected Access Groups box.
7. Click Save.

You can assign tasks to multiple Access Schedules by repeating steps 3 through 7.

Note: When you assign the same task to two groups, and those groups have different access schedule periods, Clairvia Web applies the least restrictive rule to both groups. In this case, least restrictive means the access schedule period that gives users making requests the most number of days. For example, if you assign a Request Off task to a group with a 30-day request start limit and one with a 45-day request start limit, the 45-day limit is the least restrictive, so that will be the limit Clairvia Web applies. This functionality applies to tasks assigned to groups of the same type (either all schedule-based or all calendar-based). When assigning the same task to groups with different types, such as one schedule-based and one calendar-based access schedule period, the schedule-based access schedule period rules always take priority.

How Assigning Access Groups and Tasks Affects the Request Pages

The My Requests pages display schedule information to employees based on two factors: the schedule publish date (as set in Staff Manager Client) and the Access Schedule Period for the employee's Access Group.

• The schedule publish date determines when Staff Manager Client allows users to see schedule data in Clairvia Web.
• The Access Schedule Period determines
  • Whether employees can see schedules during the access period.
  • Which tasks are available for requests during the period.

If you have not configured any Access Schedule Periods, Staff Manager makes schedule data available for view based on the schedule publish date.

If you have configured Access Schedule Periods and set them not to show schedule data during the period, this overrides the schedule publish date and any existing schedule data for the period is not displayed to employees. If you have configured Access Schedule Periods and set them to show schedule data during the period, all schedule data for the period is displayed.

During an active access period, employees see white cells that indicate they are able to make requests. Dates beyond the access period are displayed in gray, indicating that they are unavailable. Cells are unavailable under the following conditions:

• If the dates fall outside the allowed request period.
• If the employee does not belong to an access group that has access on that particular date.
• If the employee is restricted from making requests based on calendar access settings.

When an employee logs in, Staff Manager first checks to see if the employee's period access falls within a schedule-based period. If it does, Staff Manager applies schedule-based rules to the period. If it does not, Staff Manager checks to see if there are any calendar-based rules that it should apply to the period. If the employee does not have access to the schedule period at all, Staff Manager displays the page in read-only (gray) mode.

By default, all employees with access to make requests in a Float To profile are considered assigned to that profile's Unassigned group and the access schedules attached to that group apply.

Employees can always see and manage (that is, cancel) their requests on the My Requests pages regardless of the schedule publish date and Access Schedule Periods configuration. The settings described here determine if the employee has the ability to add additional requests.

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