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 A "user" is a person that the software is designed for and is using it.  The username entered when creating the user is the username they will use to log into USAS-R.    

Users are assigned one or more Roles The roles assigned to the user thus determine the access that user will have in the system.

Create a User

  1. From the System menu select 'User'
  2. Click on 
  3. Enter in required user information
  4. Grant the User one or more roles
    1. highlight desired roles

      To select more than one role at a time hold the control key and click on each one.

      To select more than one role in consecutive order highlight the first role, hold the shift key and highlight the list permission.

  5. Select a Filter from the drop down. The filter is pulled from an account filter stored in the 'Account Filters' option under UTILITIES.
    1. When an Account Filter is applied to a User, that user will only be able to view accounts matching that filter in the Account Grid
    2. The Account Filter will also apply for all detail level reports like account summary and financial detail reports.
  6. Requisition Prefixes: Enter Requisition Prefixes to be used for auto-assign, restricting prefixes that can be used when entering requisitions, and/or restricting which requisition users can view.
    1. Prefixes cannot contain special characters. Multiple prefixes must be separated by a comma. 
    2. The requisition number, including the prefix, will default to 8 characters in length.  (ex. ABC25 will start at ABC25001 and ABC will start at ABC00001)
    3. Auto-assign: When a Requisition Prefix is entered it will be used to auto-assign requisition numbers when that user leaves the Requisition number blank. if there are multiple prefixes entered then the first prefix will be used for auto-assign.
      1. When entering an existing prefix the highest Req number + 1 will be used
      2. When entering a new prefix the series will start at 1 (ex. ABC prefix will start ABC00001)
      3. Prefixes can contain numbers (ex. ABC25 will start at ABC25001)
  7. Restrict Requisitions: 
    1. If checked, the user must enter a value in Requisition Prefixes. The values entered will be the only prefixes the user sees or can use when creating requisitions. 
    2. If not checked, the user will only be able to use the values entered in 'Requisition Prefixes' but will still be able to see all requisitions.
  8. Balance Checking options are all checkmarked by default and include:
    1. Allow Negative Appropriation: If unchecked,  the user will receive errors when posting to negative appropriation balances.
    2. Allow Negative Budget: If unchecked, the user will receive errors when posting to negative budget balances.
    3. Warn on Negative Amounts: Only applicable if negative amounts are permitted. If negative amounts are permitted and this is checkmarked, it will issue a warning when encountering negative balances.
  9. Click on  to create the user, click on  to not create the user..

The User grid allows the user to search for existing account filters by clicking in the filter row in the grid columns and entering in the desired information. Click on any row of the search results to see a summary view of the record.  The Advanced Search can be utilized by clicking on the   in the upper right side of the grid.


Click on  in the grid beside the user to edit the record. Only fields that are allowed to be edited will be displayed. 

Change User Password

A user's password may be changed for them or if the user knows their password, they may also change it themselves by clicking on the Change Password link on the login page.

  1. From the System menu select 'User'
  2. Search for desired user
  3. Click on 
  4. Enter in the new password and verify it
  5. Click on  to make the change, click to  to not change the password. 

User Listing Report

To run a report showing the Username, Name, Last Login and Roles of the user, import the USAS-R User Listing Report.rpd-json file into your instance.

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