Defining Authorized Territories for Users

Territories are groups of branches defined 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 system utility called Rebuild Authorized Territory Lists generates default lists of authorized territories for users, based on the users' assigned branches and the parameters used to define the territories. Each user has three types of authorized territories: reporting, viewable, and editable. You can assign each territory to multiple authorized territory types.

Use the Authorized Territories window to view users' default territory lists and to override the defaults, if necessary.

To define authorized territories for users:

1. From the System > System Files > User Control menu, select User Maintenance to display the User Maintenance window.

2. In the User ID field, enter a user's ID to display the corresponding record.

3. From the Maintenance menu, select Territories to display the Authorized Territories window.

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

4. At the top of the window, select a territory type to determine a user's authorization:

   4. 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 window 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.

   The system displays the territories included in the selected type.

Note: The following steps apply to the type you selected in this step. You can work with only one territory type at a time.

5. To prevent the system from updating the list of territories defined for the selected territory type when the Rebuild Authorized Territory Lists utility runs, select the Override Automatic Build option.

6. To authorize the user for all territories for the selected territory type, select the Authorized for All Territories option.

For the Viewable territory type:

• Selecting this option authorizes the user to view all territory information on any window.

• Not selecting this option prevents the user from viewing any territory information on any window. This also removes all territories from the user's list.

For the Editable territory type:

• Selecting this option authorizes the user to edit all territory information on any window.

• Not selecting this option prevents the user from editing any territory information on any window. This also removes all territories from the user's list.

7. Repeat steps 4 through 6 for each territory type.

8. Click OK to save this information and return to the User Maintenance window.

9. Save the user record.

See Also:

Territory Maintenance

Additional User Record Information Overview

Creating User Records