Defining Authorized Territories for Users

Territories are groups of branches you define in Territory Maintenance. Companies generally use territories for inquiry and reporting purposes. Users can have different levels of access to territories. You can authorize some users to use territories only for reporting purposes and others to view and edit the branches assigned to the territories.

The Rebuild Authorized Territory Lists utility generates default lists of authorized territories for users and the parameters used to define the territories, based on the users' assigned branches. Each user has three types of authorized territories: reporting, viewable, and editable.

Use the Authorized Territories screen in User Maintenance to view users' default lists and to override the defaults, if necessary.

To define authorized territories for users:

From the System > System Files > User Control menu, select User Maintenance to display the User Maintenance screen.
In the User ID field, enter a user's ID to display the corresponding record.
Use the Terrs hot key to display the Authorized Territories screen.

Note: You must be assigned the USER.TERR.MAINT authorization key to access this screen.

In the Type field, enter one of the following to define the level of viewing allowed to this user:
Reporting – Territories for which the user can run reports. The default list of reporting territories displayed for a user includes every territory in which the user has an accessible branch. Any territory can be included in the reporting list. When running a report for a territory, only information for branches to which the user has access within the territory is included in the report.

We recommend that you do not change the default list of reporting territories. Let the Rebuild Authorized Territory Lists utility maintain this list.

Viewable – Territories whose data the user can see in view-only mode. The default list of viewable territories displayed for a user includes every territory in which the user has an assigned branch. A territory must have an entity priority or product priority defined on the Territory Maintenance screen to be included in the viewable list.
Editable – Territories whose data the user can edit. The default list of editable territories displayed for a user includes only those territories in which every branch is assigned to the user. A territory assigned to the editable list overrides a user's accessible branches. Even if the user does not have access to all branches in the listed territory, the user can change the settings for the territory. A territory must have an entity priority or product priority defined for it on the Territory Maintenance screen to be included in the editable list.

Note: The ALL territory is a universal territory created as part of the Eclipse system, and is used to maintain branch settings throughout the system. The ALL territory follows the rules listed above, based on your accessible branches.

Steps 5 and 6 apply to the type selected in this step. You can modify only one territory type at a time. You can assign each territory to multiple authorized territory types.

In the Override Automatic Build field, enter one of the following to determine whether the territory list is updated when the Rebuild Authorized Territory Lists utility runs:

Y – Prevent the list of territories defined for the selected territory type from being updated.
N – Allows the list of territories defined for the selected territory type to be updated.

In the Authorized for All Terrs field, enter one of the following to determine whether the user is authorized for all territories for the selected territory type:

Y – The user is authorized for all territories.
N – The user is not authorized for all territories.

The following table describes the results of running the Rebuild Authorized Territory Lists utility and your settings in this field, combined with those in the Override Automatic Build field.

For territory type...	Enter...	To...
Viewable	Y	allow the user to view all territory information on any screen. After running the Rebuild Authorized Territory Lists utility, the system updates the territory list for the user's authorized territories.
Viewable	N	not allow the user to view any territory information on any screen. This setting removes all territories from the users list.
Editable	Y	allow the user to edit all territory information on any screen. After running the Rebuild Authorized Territory Lists utility, the system updates the territory list for the user's authorized territories, and if the user's setting in the Override Automatic Build field is: N, the system changes the Y setting to N. You must be fully authorized to edit all territories to maintain the Y setting in this field. Y, the user can edit all territories, even if they are not authorized for all branches within all territories.
Editable	N	not allow the user to edit any territory information on any screen. This setting removes all territories from the user's list. After running the Rebuild Authorized Territory Lists utility, the system does not update the territory, and if the user's setting in the Override Automatic Build field is: N, an authorized user must set the user's Authorized for All Terrs field for their authorized territories to be updated after the run. Y, new territories will never get updated for that user, even if the user is authorized for all branches within that territory. We do not recommend this combination of settings.

Repeat steps 4 through 6 to set up the user for each territory type.
Press Esc twice to update the user record and exit User Maintenance.