Manage & View Spender Access

Request Access

Everyone with a PennKey can request account spender access for themselves and/or others to spend on accounts via the "Request Access" link in the left-hand navigation.

On the "Request Access" page, the user must specify the following:

  • one or more users (chosen from a person picker)
  • one or more accounts (selected by owner/PI or by portions of the 26-digit account string)
  • one or more cores (chosen from a drop-down of available cores)

When the user populates the information above and presses the "Request Access" button, a pending request for each user-account-core is created in the database.

The following emails are sent:

  • An email to all CAMS users who can approve the request
  • An email to the requestor confirming the details of their request

 

Spender Access

Users who can view and manage account spender access can select an option under the "Spender Access" section of the left-side navbar.

By Person

A user viewing or managing access by person begins by selecting a person from the picker and pressing the "Go" button. This person may or may not be a currently active spender.

The logged-in user may always select themselves from the picker. If the logged-in user owns any account(s), they may choose anyone who already has access to any account they own. If the logged-in user is a Core Admin, Org Manager, Account Manager, or Senior BA, they may select anyone.

Once a person is selected, the page will display that user's information and accordions for each CAMS account the user has (active or pending) access to spend on (if any).

Add Access

If the logged-in user is a Core Admin, Org Manager, or Account Manager, they will also see an "Add Access" accordion, wherein they can create new access.

      • To add access, the user must specify the following for the spender:
        • one or more accounts (selected by owner/PI or by portions of the 26-digit account string)
        • one or more cores (chosen from a drop-down of available cores)
      • When the user populates the information above and presses the "Add Access" button, the user is given active access to spend on the account-core combinations specified.

Note: The account-core combinations are exhaustive, meaning the currently selected user is given access to every core selected for the given account.

After clicking the "Add Access" button, the following emails are sent:

      • An email to the spender with the details of their new access

Existing accounts

Inside each accordion is basic (read-only) information about the account, a "Show Details" button to see even more read-only information, and tables for "Pending Requests" and "Approved Requests."

For pending requests, the user can modify the core or spending limit for the request, approve the request, or delete the request. The user can also use the "Approve All" button to approve all requests simultaneously.

For approved requests, the user can edit the core or spending limit on the request or delete the request. The user can also add access to a new core by pressing the "Add Core" button.

Show Older Expired Accounts

By default, active accounts or accounts with expiration dates of no more than 90 days are displayed. Clicking the "Show Older Expired Accounts" button reveals accounts with expiration dates older than 90 days.

View Access History

This button lets you see all the access this user has ever had, how it has changed over time, and who changed it.

By Penn Account

This navigation item can be seen by only current spenders, account owners, Core Admins, organization managers, Account Managers, or Senior BAs.

A user viewing or managing access by Penn account begins by selecting an account from an account picker using one or more of org, fund, prog, and cref to filter the available accounts.

If the logged-in user is a spender on or owner of any Penn account(s), they may select any of those accounts. If the logged-in user is a Core Admin, they may select any Penn accounts with at least one active spender in the cores they are an admin of. Finally, If the logged-in user is an Org Manager, Account Manager, or Senior BA, they may select any Penn accounts they manage.

Once an account is selected, the page displays basic (read-only) information about the account and an "Add Access" accordion and accordions for each spender who has access to spend on the account.

Add Access

To add access, the user must specify the following:

      • one or more spenders (selected from a person picker)
      • one or more cores (chosen from a drop-down of available cores)

When the user populates the information above and presses the "Add Access" button, the users is given active access, on the current account, to spend in the cores specified.

Following this action, the following emails are sent:

      • An email to the spenders with the details of their new access

Existing spenders

Inside each accordion is basic (read-only) information about the account, a "Show Details" button to see even more read-only information, and tables for "Pending Requests" and "Approved Requests".

      • Pending requests - The user can modify the core or spending limit for the request, approve the request, or delete the request. The user can also use the "Approve All" button to approve all requests simultaneously.
      • Approved requests - The user can edit the core or spending limit on the request or delete the request. The user can also add access to a new core by pressing the "Add Core" button.

View Access History

This button lets you see all the access any user has ever had to this account, how it has changed over time, and who changed it.

By Purchase Orders (External Account)

A user managing access by an external account begins by searching for external accounts.

The external account search accepts the following filters:

  • CAMS ID (free-text field)
  • account owner/PI (person picker)
  • institution (drop-down)
  • status

When the user presses the "Search" button, they are presented with a table of accounts matching their search criteria. They can select one to manage access by pressing the "Manage" link on the corresponding table row.

Once an account is selected, the page displays basic (read-only) information about the account and an "Add Access" accordion and accordions for each spender who has access to spend on the account.

Add Access

To add access, the user must specify the following:

      • one or more spenders (selected from a person picker)
      • one or more cores (chosen from a drop-down of available cores)

When the user populates the information above and presses the "Request Access" button, the user is given active access to the current account to spend in the cores specified.

The following emails are sent:

      • An email to the spenders with the details of their new access

View Access History

This button lets you see all the access any user has ever had to this account, how it has changed over time, and who changed it.

By Account Owner/PI

A user managing access by account owner (PI) begins by selecting a person from the picker and pressing the "Go" button.

If the logged-in user is a spender on any Penn account(s), they may select any owner of those accounts. If the logged-in user owns any Penn account(s), they may choose themselves. If the logged-in user is a Core Admin, they may select any owner of external accounts and any owners of Penn accounts where there is at least one active spender in the cores that they are an admin of. Finally, If the logged-in user is an Org Manager, Account Manager, or Senior BA, they may select any owner of Penn accounts they manage.

Once a person is selected, the page displays basic (read-only) information about this person as well as an "Add Access" accordion and accordions containing the information about the PI's accounts (if any). This account access information can be grouped either by account or by spender, and this grouping can be toggled by pressing the "Accounts" or "Users" button next to the "View by:" text.

Add Access

To add access, the user must specify the following:

      • one or more spenders (selected from a person picker)
      • one or more accounts (selected by owner/PI or by portions of the 26-digit account string)
      • one or more cores (chosen from a drop-down of available cores)

When the user populates the information above and presses the "Add Access" button, the spenders are given active access to spend on the account-core combinations specified.

Accordions grouped by user

When viewing accordions grouped by user, each accordion contains basic (read-only) information about the user and a table of all accounts to which the user has access (including expired accounts). The user can expand any row in the account table to manage the pending and approved requests for the user to that account. (See existing accounts).

Accordions grouped by account

When viewing accordions grouped by account, each accordion contains basic (read-only) information about the account as well as a table of all users who have access to spend on that account. The user can expand any row in the spender's table to manage the pending and approved requests for the spender to that account. (See existing spenders).