Embedded Files
This screen is used by RCS administrators to manage user logins
Housekeeping---> Find a User
The screen will open up the user screen in query mode so a specific user(s) can be selected. This is useful when finding and updating an existing record
Housekeeping---> Users
This will bring up a full list of all users records on RCS
Housekeeping---> Active Users
This will open up a list of user accounts that are currently active (excluding all disabled accounts)
New user accounts
Requests for new user accounts should go via the new user form.
The request form should be filled by the line manager detailing the access required as well the finance code access.
Once the user account has been set up then a training session should be set up and they should receive instructions to access RCS.
The Login? checkbox determines whether this user has a database login.
If an user has not logged into their account for 3 months then RCS will remove their login access. They should contact RCS administrator to gettheir access reinstated
If a user has left GNM or they no longer work with RCS then their account should be disabled by unchecking the Enabled checkbox. That may come directly from the department or HR. Currently a regular report is received from the People department of staff leavers and this should be updated on RCS.
Details
There are fields to determine what the user's spend limit is against expenses and commissions (and also whether the user has access to create new). The spend limit can also be changed against each cost centre in the Coa permissions.
Unlocking a User
1. If a user has more than 3 consecutive login failures then their account will be locked
2. Find the user and click on Reset to unlock their account
3. If a new password needs to be generated and emailed to the user click on New pw
Copy User
When setting up a new user or updating an exisiting user click on Copy user and then select an existing user to bring over their settings
There will be several options of what details to bring over including spending limits, Chart of accounts permissions, formats, office, etc
If updating a user, choose whether to add the details to the existing set of permissions or overwrite with the new details
Formats
Enter which formats the user should be able to have access to when using the macthing screens etc
Offices
Content that appears in the macthing screens will come from one of the UK/US/AUS offices. Check where what content the user is able to view and process
Matching
In Content matching the sections that are available to the user is updated and maintained here. The matching areas the user should have access to can be added here along with the content format.
The areas are definied in matching areas.
Delegation
For Administrator users on RCS there is an option to create commissions on behalf of the Editor.
Editorial administrators can commission on behalf of editors that have access to the same cost centre and they can be listed in here.
Groups
The details of the groups along with their set up is definied in User groups
The user can also be assigned to a group in this tab. If the required group is not available here then it can be set up in User groups.
Out of Office
If a user is on holiday for a significant period of time, then this can be entered under the Out of office tab. In between the From and Until dates the user account will be made inactive, therefore any outstanding approvals will be routed to another Department Head in the same cost centre if one exists, otherwise approval will go to the Managing Editor’s team.
Self-aproval & approval limits
New user alerts (only applicable to RCS admin users)
Business Area
There are 3 types of user accounts on RCS:
Editorial
Accounts
Sales
Accounts staff users have universal access to RCS on a read only basis.
Sales staff will be able to access across all cost centre on a read only basis and also to the SLM software to licence sales agreements.
Role
Editorial users will have access to granted Cost Centres- the details of these can be modified in CoA permissions. The following roles exist for Editorial users:
Commissioning Editor
Editorial Administrator
Department Head
Managing Editor
RCS Administrator
In brief:
Commissioning Editor
Can create and edit contributor records, commissions and expense claims
Cannot request fixed-term contracts
Can self-approve commissions and expenses within their spend limits.
Editorial Administrator
Can create and edit contributor records, commissions and expense claims.
Cannot request fixed-term contracts.
Can self-approve commissions and expenses within their spend limits (although they will usually be commissioning on behalf of an editor and therefore inherit the relevant editor's spend limits for the purposes of approval).
Department Head
Can create and edit contributor records, commissions and expense claims.
Can request, renew and approve fixed-term contracts.
Can self-approve commissions and expenses within their spend limits
Can final approve expense claims for their desk(s) where the amount exceeds the Editorial Administrator’s spend limit.
Can approve commissions for the desk(s) under their control where the amount exceeds the relevant editor's spend limit up to any amount.
Department Heads will receive an email detailing outstanding approvals with a link to RCS.
Managing Editors
Can create and edit contributor records, commissions and expense claims.
Can request, renew and approve fixed-term contracts.
Can self-approve commissions and expenses within their spend limits
Can final approve expense claims for their desk(s) where the amount exceeds their Department Head’s limit up to any amount
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