When an employee moves to a new position in your organization with different duties and permissions, you should review various screens and settings to ensure this person's is set up properly in Keystone.
First, review the various options on the User Maintenance (KF0045) screen:
General System Administration -> Security/Menus/Access Rights -> User Maintenance [VALIDATION file]
Status – If the user still needs access to Keystone Client, do not adjust. If they are only going to be using KeyNet, adjust the status to KeyNet.
Security Groups – Adjust as necessary based on internal security guidelines. To see the menus accessible for each of the security groups, run the Menu Tree Report – Group (KC0272).
Chart of Account ("COA") Security
Review current COA Security and adjust as necessary. Under "COA Security" be sure to review settings under all four buttons (1st Four Elements, 2nd Four Elements, 3rd Four Elements, and Wildcard Entry).
If you would like to completely remove access to all G/L accounts, remove all entries listed in the Include/Exclude Accounts and select, OK.
Then, select the 1st Four Elements option.
Enter, NONE in the Fund – Field 1 column. This blocks all COA accounts from the user. Verify that all of the element columns are blank on the 2nd and 3rd Four Elements screens.
Requisitions
Approval Group/Department – adjust to the new department.
Entry Level and Approval Levels – adjust based on the new position. If the individual no longer requires requisition entry or approval, adjust both of these to Level 9.
KeyNet
Adjust the Financials/KEMS Roles.
Click here for a complete list of KeyNet Roles.
If the individual had payroll or human resources access, verify the settings on the Employee and Applicant Access screens as necessary.
Employee Access
If the individual had payroll or human resources access, verify all settings on this and update as necessary.
Applicant Access
Email Notifications (KC1921)
If the individual was set up to receive system generated emails, the Setup KeyMail Parameters (KC1921) settings need to be reviewed and adjusted as necessary.
You may want to reach out to Client Care to determine all of the notifications where this individual was included.
Select the applicable category and then the specific notification.