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ASTRA team:

Heidi Berrysmith: or 206-685-1326

Check out ASTRA Help content within the application.

Efficiency tips:

Creating auths:

  • Select a ‘list’ of people to be authorized for the same auth-combo.
  • Select a ‘list’ of budgets, orgs or PUCs for the auth-combo.
  • Org-level auths usually include access to all subordinate budgets & sub-orgs.

Search results:

  • Toggle ‘row’ count.
  • Toggle Sort selector (by limit, by application, etc.), ^ascending or v
  • Use Download to Excel to move results to Excel for greater sort ability.

Bulk-Load (copy & create new auths – only good for Adding auths, not updating):

  • A bit more advanced and involves modifying a file of authorizations (with ‘codified’ data). See attached 4-step guide.

Ownership:  What is Ownership?  See attached guide.

  • An Owner is the person responsible for the authorization. The Owner will receive email notification about the authorization if it is changed or removed. The Owner is also notified when an authorization exists for a person whose employment status is no longer current. Ownership should change when the person responsible has left or is otherwise no longer responsible.
  • From Search Results, you can select the authorizations (or change rows/page to a greater number) and select All on this page and use the Take Ownership button.
  • In the checkout process ownership can be assigned to someone else if you are creating the authorization on their behalf. This feature is used most often by centrally managed applications.

Suggested Saved Searches:

  • Auths within my org (subordinate) for separated employees.
  • Auths within my PUC for separated employees.
  • Who has access to my budgets/orgs? (User, Authorizer, Delegator include 1, 2 or all 3 types)

Reviews:  A few authorization combo’s to be extra mindful of or cautious with; these are good candidates for a saved-search that can be run periodically. 

Recommended review/search:  eProcurement application, Preapproved Preparer role, Preauthorized action.

Here’s how to create: 

  1. Search & Edit, Show Advanced Search Options
  2. select ASTRA Role of User
  3. select application= eProcurement
  4. select Role= Preapproved Preparer
  5. select Limit = organization <your org>
  6. select ‘Which are within authority (subordinate)’ (3rd bubble). 
  7. Results will include those with limit of Commodity Alcohol because these are restricted by budget or org. 

Possible consideration:  setting $limit to a lower dollar limit range instead of $3000+ (which = unlimited aka no limit on dollar amount).

These others are not risky but it’s good to be informed about who is setup with these roles as it impacts workflow (approval/submittal):

  • eProcurement*, Approver role, Limit = your org, which are within authority (subordinates).
  • MyFD, Unit Staff role, Expense Transfer action, Limit = your org, which are within authority (subordinates).
  • eTravel*, Compliance & Funding Approver roles, Limit = your org, which are within authority (subordinates).  Often easiest to search without any role and just use Limit org <your org> with subordinate selected, download to excel and sort by role, then by limit & hide those with Watcher role.
  • ProCard, ProCard Approver, Limit = your org, which are within authority (subordinates).

*Ariba workflow (used by eProcurement, eTravel, eReimbursement, P2I & ProCard Cardholder requests) routes to lowest level Approver.  Once someone is found, ALL higher level Approvers are LOCKED OUT and cannot approve or access the request.

Search for Users who have separated but still have access to your budget(s)/org(s).

Here’s how to create the search: 

  1. Search & Edit, Show Advanced Search Options
  2. Select ASTRA Role of User (2nd column area near top of page)
  3. Select Employment Status of Separated (4th column area near top of page)
  4. Select Limit = organization <enter your org, click Find & Verify button>
  5. Select ‘Which are within authority (subordinate)’ (3rd bubble). 
  6. Click ‘Search For Authorizations Now’ button.

Click ‘Save search as’ button, enter name, click OK.  Search will show in Saved Searches along left-nav section.  Run again anytime.

Repeat for those with access to your PUC(s).  Replace step 4 with Payroll Unit Code and enter your PUC(s).  Replace step 5 Select ‘Which exactly match …’ (1st bubble).

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