Applying Chartstring Limits

What we’ll cover:

• Understanding Chartstring defaults
• Adding a Chartstring Limit Row
• How to apply Chartstring limits 
• Chartstring Security examples
• Redundant Permissions overview

Applicable Roles:

• FM Global Admin

Before getting started, please note:

• As an FM Global Admin with Chartstring Security permissions, you will need to apply Chartstring Limits for users prior to getting started in order to enhance fund and transaction security. Until this is done, user access will be fully restricted.
• The user will only receive notification when given a role in the Admin Module, not when Chartstring Limits are applied. Once you have applied their access, please notify the user.

Chartstring Defaults

If no chartstring permissions have been set, the default setting will display as Fully Restricted.

Adding a Chartstring Limit Row

1. From the Fund Manager navigation bar, click the Chartstring Security tab.
   
   
   
   
2. Locate the Select User search box. Click the drop-down arrow to search for a user. Click on the user's name. You may also type their name or employee ID into the search box.
   
   
   
   
3. If no chartstring permissions have been set, the default setting will display as Fully Restricted.
   
   
   
   
4. If previously set, you will see the current chartstring permissions.
   
   
   
   
5. Click Add Limit to create a new, or additional, chartstring row. Click Save.
   
   
   
   
6. Once the new row is added, everything will be set to No Limit. The row can now be saved.
   
   

Applying Chartstring Limits

To apply chartstring limits and restrict a user's fund total and transaction access, make a selection from the drop-down menu of the desired component. If selections are made for two or more components in the same row, both conditions will need to be met for a user to have access to a given transaction record. Bear in mind, the more selections that are made on a given row, the more restrictive the access will be for the user. If selections are made on two different rows, if either condition is met, the user will have access to that transaction record.

Once selections are made, click Save. To add additional limits for the user, click Add Limit and repeat the process.

Chartstring Security Examples

In the example below, chartstring selections have only been made for the Fund, Org, and Program components. This means the user can only view transactions and data relating to that combination of Fund, Org, and Program. The user has no restrictions within Flex 1, Flex 2, or Cost Center fields.

Please note: Where an Org has a child organization, the user can see the data relating to the Fund, Program, and any of the stipulated Org’s children.

In the following example, the user can view any transaction or data relating to this combination of Flex 1 and Flex 2 and there are no restrictions on specific Funds, Orgs or Programs.

Redundant Permissions

If you try to enter a setting that's more restrictive than an existing setting, you will be notified that the entry is redundant and unable to save the newly entered chartstring.

In this example, the bottom row allows the user unrestricted access to funds. When the top row is added giving fund restrictions, it is considered redundant and cannot be saved since broader permissions already exist.