Configure User Accounts and Access Rights

As an administrator, you configure both user accounts and access rights. When you create accounts for new users, you also create potential new labor resources. You can define their skills in a formal hierarchy and can configure their access rights. Typically, you create the user account and a resource manager continues to define the properties of the user that define a labor resource.
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As an administrator, you configure both user accounts and access rights. When you create accounts for new users, you also create potential new labor resources. You can define their skills in a formal hierarchy and can configure their access rights. Typically, you create the
user
account and a resource manager continues to define the properties of the user that define a labor
resource
.
3
Video: How to Add a New User
The following third-party video is provided by Rego Consulting. This video is provided by CA Technologies “AS IS” and without warranty.

To play this video in full screen, click the YouTube logo to the right of Settings at the bottom of the video. 
Create a New User (Resource)
As an administrator, you can create new user accounts. These entries simultaneously serve as records for labor resources. 
Follow these steps:
  1. Open Administration, and from Organization and Access, click Resources.
  2. Click New.
  3. Complete the requested information. The following fields require a description:
    • Last Name
      Defines the last name for the resource. On the personal information page, displays the last name.
    • User Name
      Defines the user name that the resource uses to log in.
      Limits:
      80 characters
    • Resource ID
      Defines the unique identifier for the resource. On list pages and in portlets, displays the ID of the resource.
      : The application uses the language that is selected for the computer operating system and browser to display the login window in the correct language. For example, you add a resource with a non-English native language and require a password change at first login. The window for the new password can appear in English, rather than the language selected by the resource. The information about a new resource, including language, is not stored until the initial login has been completed with the new password. 
    • Email Address
      Defines the accurate email address for notifications and other communications with the resource.
    • External
      Specifies whether the resource works for an outside company.
    • Status
      Defines the status for the resource.
      Values
      :
      • Active -- Activates and enables the resource for assignment projects.
      • Inactive -- Deactivates and prevents the resource from being assigned to projects unless the filter is set to display inactive resources.
      • Lock -- Prevents the resource from logging in to 
        Clarity Project and Portfolio Management (PPM)
        .
      • Default:
        Active
    • Time Zone
      Defines the primary workplace time zone.
    • Locale
      Defines your work locale. The locale controls the number and date language formatting in the product.
      Default:
      English (United States)
      Language
      Defines the language to use in the product. The language that is selected here also applies to the Business Objects reports for the resource.
      A change in the language can take a few minutes to reflect. You can wait or log in later to see the changes.
      Default:
      English
    • Home Page
      Defines your home page.
      Default:
      System Default or User Configured
    • Set to Current Timesheet
      Indicates if the home page is set to the current timesheet. The current timesheet is used for the most recent period, but not saved.
      Default:
      Cleared
    • Resource Manager
      Identifies the name of the resource that is designated as the resource manager. You can select a different resource manager, if necessary.
    • Screen Reader Optimized UI
      Determines whether the user interface is optimized so that a screen reader can better recognize the features. Select this check box for any visually impaired user who is using a screen reader.
      Default
      : Cleared
    • High Contrast Color Mode
      Determines whether a specific UI theme to assist color-deficient users is used. If selected, the user sees the High Contrast UI theme.
      Default
      : Cleared
  4. Click Save and Continue.
    The OBS and partitions page appears. The Organizational Breakdown Structures section displays the partition membership that belongs to a resource.
  5. Click Save and Continue.
    The groups page appears.
  6. Click Add and select the groups that you want to add to this resource. Click the Group check box at the top of each field to select all groups on that page.
  7. Click Add or Add and Select More.
    The group appears in the list.
  8. Click Continue.
    The resource access rights page appears.
  9. Open the Resource's Access Rights menu, and click Global.
    The global access rights page appears. The global option gives you the most access rights to select.
  10. Click Add and select the access rights to add to this resource. Click the Access Right check box on the top of each field to select all access rights on that page.
  11. Click Add or Add and Select More.
    The access right appears in the list.
: You cannot delete users (labor resources) because the system maintains their history to preserve referential integrity. If a user leaves your organization, you can lock their user account. If a user comes back, you can unlock their user account. If a user account defined as a labor resource leaves and comes back, we recommend creating a new resource record instead of reactivating the old one. Creating a new record preserves the history of the old record. Leave the old resource record in an
inactive
status.
Video: How to Change the Time Zone
The following third-party video is provided by Rego Consulting. This video is provided by CA Technologies “AS IS” and without warranty.

To play this video in full screen, click the YouTube logo to the right of Settings at the bottom of the video. 
Change the Status of a Resource
Creating a resource activates it by default. After you create a resource, it appears on the resource list even if you set the status to Inactive. Project managers can only assign a resource with an 
Active
status to projects.
Follow these steps:
  1. Open the resource.
    The properties page appears.
  2. Complete the following information, and save:
Status
Defines the status for the resource.
Values
:
    • Active
      : Activates and enables the resource for assignment projects.
    • Inactive
      : Deactivates and prevents the resource from being assigned to projects unless the filter is set to display inactive resources.
    • Lock
      : Prevents the resource from logging in.
Default:
Active
Change the Email Address for a 
Clarity Project and Portfolio Management (PPM)
 On Demand Portal User
In most environments, the email address for each user also serves as their username. You can change the email address for a single user. Contact CA Support if you need to update the email address for many users.
  1. Access the CA On Demand portal at ondemand.ca.com using tenant administrator privileges.
  2. Open the control panel and click users in the portal navigation menu.
  3. Locate the user that needs to be modified and click
    Actions
    ,
    Deactivate
    .
  4. Update the user record in each environment where the user with the changed email address has access.
    1. Log in to 
      Clarity Project and Portfolio Management (PPM)
       as an administrator with access rights to manage users.
    2. Click
      Administration
      ,
      Organization and Access
      ,
      Resources
      .
    3. Apply filters to search for the user. For
      Status
      , filter on
      All
      since the user is deactivated at this point in all PPM instances.
    4. Open the user and clear the 
      External Authentication
       check box. 
    5. Save the user.
      The username is now editable. 
    6. Edit the user name and email fields to the new email address. Enter the username in lowercase.
    7. Select the
      External Authentication
      check box and click
      Save
      The user is still 
      Inactive
      . Do not activate the user here; activation occurs in the CA On Demand portal. 
  5. Access the CA On Demand portal at ondemand.ca.com using tenant administrator privileges.
  6. Open the control panel and click users in the portal navigation menu.
  7. Locate the deactivated user. The old email address still appears.
  8. Click
    Actions
    and select
    Edit
    .
  9. Enter the new email address in the
    Email Address
    field.
  10. Click on
    Password
    and enter password info.
  11. Click
    Save
    .
  12. Activate the user in the portal. Click
    Actions
    ,
    Activate
    The user is activated in the portal and in all assigned applications.
Add Skills
Skills describe the talent that is used to complete project tasks, or investment-related talent that a resource has already processed. Examples of skills are Java, HTML, domain experience, and clerical.
You can create individual skills, or optionally create a skills hierarchy for managers to select skills from a list as they work with resource profiles. When you organize skills into a hierarchy, you can quickly associate skills with a resource.
Best Practice:
As you create skills, you can associate them to a parent skill. Create skills that appear at the top of the skill hierarchy first to select them as you create the lower-level skills.
You can change but cannot delete skills.
Follow these steps:
  1. Open Administration, and from Data Administration, click Skills Hierarchy.
  2. Click New.
  3. Complete the following fields and save your changes. The following fields require a description:
    • Skill Code
      Defines the unique code that identifies the skill.
    • Active
      Specifies whether the skill is active or not. When active, users can use the skill.
      Default:
      Selected
Video: Build a Skills Hierarchy
The following video is provided by CA Technologies.

To play this video in full screen, click the YouTube logo to the right of Settings at the bottom of the video. 
Scope of Access Rights
Access rights allow users access to features and functions. Learn here how to manage various levels of access rights and how to build and manage organizational breakdown structures (OBS). You can assign access rights to enable widespread access within the organization. You can also limit the scope of access for a specific object instance to a specific resource.
The following table describes the scope of access rights.
Scope of Access Rights
Granted Using
Scope
All projects, reports, and resources instances
Access role
Limited
Projects, reports, and resources that belong to a specific OBS level
Access role
Broad
Projects, reports, and resources that belong to certain OBS units
Item-level access rights for a resource
Broad
Specific project, report, or resource instances
Item-level access rights for a resource or group
Very Limited
Enable and Disable OBS Access Rights
Enable access rights if the OBS requires managing access rights for objects, such as resources, pages, and investments. Disable access rights to delete the OBS.
OBS types automatically become access rights-enabled when associated with a financial entity. Once the OBS and entity association occurs, you cannot disable access rights.
Follow these steps:
  1. Open Administration, and from Organization and Access, click OBS. 
    The organizational breakdown structure list page appears.
  2. Select the check box next to each OBS to enable or disable access rights.
  3. Click Use for Access Rights to enable, or click Remove Use for Access Rights to disable.
  4. Click Yes on the confirmation page.
Grant Resources Access Rights Using an OBS Unit
Grant resources who are members of an OBS unit access to specific object instances, to object instances in specific OBS units, or globally. For example, to grant a resource access to an object instance, use the OBS Unit: Instance Access Rights page. Enable the OBS for access rights.
Follow these steps:
  1. Open the OBS type. 
    The properties page appears.
  2. Click Units and select the OBS unit to grant access.
  3. Select one of the following from Access Rights for Unit:
    • Instance. Grants access to specific object instances in the selected OBS unit.
    • OBS Unit. Grants access to object instances in other OBS units.
    • Global.
       
      Grants access to any object instance.
  4. Click Add.
  5. For instance access, do the following:
    1. Select the object to grant access and click Next.
    2. Select the check box for each access right to grant and click
       
      Next.
    3. Select the check box for each instance to access
      .
  6. For OBS Unit access, do the following:
    1. Select the check box next to each access right to grant to the OBS and click
       
      Next.
    2. Select the OBS to grant the access right, its association mode, and OBS unit.
  7. For Global access, select the check box next to each access right to grant globally, and click Next.
  8. Click Add.
Grant Resources Access Rights to Object Instances in OBS Units
Follow these steps:
  1. Open the resource.
    The properties page appears.
  2. Open the Access to this Resource menu, and click OBS Unit. 
    The OBS units with access page appear.
  3. Click Add. 
    The step 1 of 2 page appears.
  4. Filter the access rights that are meant for the resource, select the check box next to each access right to grant, and click Add and Continue. 
    The step 2 of 2 page appears.
  5. Select the OBS from the Show OBS list.
    If the OBS is not listed, verify that at least one object is shared with "Any Unit".
  6. Select the default association mode:
    • Unit only. Resource is granted rights to object instances in the selected OBS unit.
    • Default. Unit and descendants. Resource is granted rights to object instances in the selected OBS unit and its descendants.
    • Unit and ancestors. Resource is granted rights to object instances in the selected OBS unit and its ancestors.
    • Unit, descendants, and ancestors. Resource is granted rights to object instances anywhere in the OBS.
  7. Navigate to the OBS unit from which object instance rights are granted. Select the check box next to each OBS unit to grant the rights, and click Add.
  8. Save the changes.
Add Instance Access Rights to a Resource
You can give a resource instance-level access rights to a specific object, such as to a page or project.
Follow these steps:
  1. Open the resource. 
    The properties page appears.
  2. Open the Resource Access Rights menu and click Instance.
    A list of instance rights that are associated with the user appears.
  3. Click Add. 
  4. Select the object from the Object drop-down list and click Next. 
  5. Select the access rights that you want to assign to the user, and click Add and Continue.
  6. Select the specific instances that you want to give the user access to, and click Add.