Creating a Grouptraining.works.com/support/resources/guides/Creating... · 2016-10-17 · Works® Quick Start Guide 3 A user can have more than one role within Works. Accountholder

Works® Quick Start Guide

A group is a collection of users within Works grouped by departments, projects, or other units defined by the organization. Groups enable an organization to easily assign default controls for various levels of users and maintain defined approval points during the workflow. Groups can be used to scope who has access to specific data in reports.

Every user in Works must belong to a single group. The simplest organizational structure consists of a single group of all users. Most organizations consist of multiple groups which are nested to form a hierarchy. Program Administrators can create groups. Scoped Administrators can create groups within their scope of authority.

To create a group, complete the following:

1. Click Administration > Organization > Groups. The Groups screen displays

2. Click Create. The Create drop-down menu displays.

3. Select Create Group. The Select Group screen displays.

4. Select the desired parent group option.

Note: Initially, the group will have the attributes of the parent group.

5. Click OK. The Create Group screen displays.

6. Enter a unique Group Name.

Note: The Group Name must be unique and should describe the contents of the group.

7. Select the Routing Permissions option, as needed.

8. To change the parent address, complete the following as needed:

▪ Clear Use Parent Group Address check box.

▪ Complete the address fields.

9. Select the check box for each desired Role.

Note: Roles assigned to the group will be applied to all users within the group by default.

10. To assign an Allocation Profile, click the search icon ( ). The Select an Allocation Profile screen displays.

Creating a Group

Creating Groups and Group Official Roles

1 11. Select a Profile Name from the list that displays.

12. Click OK. The Create Group screen displays with the Allocation Profile populated.

13. To assign Default Allocation Codes, complete the following as needed:

▪ Click in the General Ledger (GL) field. The General Ledger list displays.

▪ Select a general ledger value.

▪ Continue to select a value for each GL field, as needed. The Default Allocation Codes display.

14. To assign Approval Settings, complete any of the following as needed:

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Transaction Review

▪Select Require when Transaction exceeds_______.

▪Enter the desired dollar amount in the corresponding field.

Note: The amount entered determines at what dollar amount a transaction is sent for review.

Reimbursement Review

▪Select Require when Reimbursement exceeds______.

▪Enter the desired dollar amount in the corresponding field.

Note: The amount entered determines at what dollar amount a reimbursement is sent for review.

Group Level Purchase Request Rules

Select any of the Group Level Purchase Request Rules, as needed.

15. Click Save. A confirmation message displays.

Modifying a Group2Changes to a group are applied to each member of the group. To modify a group, complete the following:

1. Click Administration > Organization > Groups. The Groups screen displays.

2. Click the desired Group. A menu displays.

3. Click View Full Details. The Group tab displays.

4. Edit the group details, as needed.

5. Click Save. A confirmation message displays.

3 Assigning Group Official Roles

A group must have one Group Owner and at least one Approver. No other group permissions are required. A group will inherit the parent group’s Scoped Accountant, Scoped Program Administrator, and/or Scoped Auditor roles, if assigned.

To assign group official roles, complete the following:

1. Click Administration > Organization > Groups. The Groups screen displays.

2. Click the desired Group. A menu displays.

3. Click View Full Details. The Group screen displays.

4. Click the Permissions tab.

5. Click Add.

6. Click the desired user Name.

7. Click OK. The Group Officials Roles screen displays.

8. Select the check box for each desired group permission.

Note: A group can have more than one Scoped Accountant, Scoped Program Administrator, and Scoped Auditor.

9. Click OK. A confirmation message displays.

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▪ A user can have more than one role within Works. ▪ Accountholder is not a defined role. Any user issued an account has the role of Accountholder. ▪ A role assigned directly to a user always takes precedence over a Group role.

User Role Function

Accountant Responsible for ensuring the allocation coding on a transaction or reimbursement request is correct before closing and exporting associated details.

Allocation Coder

Enables users to access and change allocation codes on transactions or reimbursement requests. If the user also has the Purchase Requester role, the Allocation Coder role will enable the user to edit allocation codes on purchase requests.

Auditors Enables users to review all data for the entire organization and access and export all company reports.

Basic Reporter

Enables users to use standard configurable report templates. This role is only available if the organization is licensed to use the role. Basic Reporters cannot edit the column configuration of report templates.

Cross Company Reporter

Enables users who are not limited to the Basic Reporter role access to a set of Cross-Company report templates. This allows users to merge data from multiple instances in Works into a single report. This role is available only if the organization is licensed for Cross-Company reporting.

Program Administrator

Performs all administrative and account maintenance tasks in Works. These administrative functions can be divided into four broad categories: account maintenance, user and group administration, policy and expense settings, and reporting.

Purchase Requester

Enables users to create purchase requests that, when approved, apply incremental (additional) funds to an account. The Purchase Requester is not required to be an accountholder and can be assigned to create requests on behalf of another accountholder. If the user is required to edit allocation codes on purchase requests, the role of Allocation Coder is required.

Purchaser Enables users to make purchases for other users who have obtained approved purchase requests. Purchasers will see only their assigned purchase requests unless granted one of the following additional attributes to view requests:

▪ Assigned to any Purchaser

▪ Not assigned to any Purchaser.

Push File Reporter

Enables users to designate when a report should be pushed from Works and delivered to a secure Bank of America (BA Clear) mailbox that can then be accessed by an alternative file transmission method.

This role is only available for assignment by the Program Administrator (Global or Scoped) to another User if the following conditions are met:

▪ Program Administrators assigning the role must have the Push File Reporter role themselves.

▪ The User to be assigned the role must have at least one of the following required roles:

▪ Program Administrator (Global or Scoped)

▪ Accountant (Global or Scoped)

▪ Auditor (Global or Scoped)

4 User Roles

General disclaimer for Bank of America Merrill Lynch, visit bankofamerica.com/disclaimer

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A user can have more than one group official role within a group.

Group Official Role Function

Group Approver Signs off on expense items and approves purchase requests (that either originated from a member of the group or were routed to the group).

Group Owner Sets the group’s approval rules, and if global settings allow, initiates the addition of a user and account. Group Owners can view the organizational structure of the groups to which they are assigned.

Group Proxy Reconciler Accesses reports, attaches transaction(s) to purchase requests, creates reimbursement requests, and reconciles transactions on behalf of any user in the group. The Group Proxy Reconciler is the only role that allows one user to submit reimbursements on behalf of another user.

Group Proxy Requester Views all purchase request queues for users in the group. If the Group Proxy Requester also possesses the Requester role (user role), they can create a purchase request on behalf of any user in the group.

Scoped Accountant Performs most tasks associated with the Accountant role, but only for users in the group under his or her scope of authority, including a group’s sub-groups. A Scoped Accountant cannot, however, export transaction detail data or export/manipulate allocation information.

Scoped Auditor Exports the dashboard and detailed reports for the group(s) under his or her scope of authority, including the group’s sub-groups.

Scoped Program Administrator

Performs most tasks associated with a Program Administrator, but only for the accountholders in the group under his or her scope of authority, including a group’s sub groups.

Scoped Push File Reporter May select to have a report delivery pushed from Works and delivered to a secure BA Clear mailbox that can then be accessed by an alternative file transmission method for the group(s) to which they are assigned and its subgroups. If the inherited Auditor role is removed from a group, Works will check and will remove the Push File Reporter role from those users without another required role listed below. Only Program Administrators with the Push File Reporter role will see the role in the Permission Types. This role can be assigned only to users who have at least one of the following required roles:

▪ Program Administrator (Global or Scoped).

▪ Accountant (Global or Scoped).

▪ Auditor (Global or Scoped).

Group Official Roles5