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Gravity - User Permission Management

The organization’s Application Administrator will control User Management in Gravity. User Management is an authentication system that allows the Administrator to identify users, grant permissions to users, and create or deactivate user accounts. User Permissions control who can view, interact with, and/or modify a specific report.

Permissions can be assigned to individual users, or to groups of users. Permissions can be granted on an application-level or on a per-report basis.

Setting User Permissions

  1. Log in to the application

  2. Click on “Settings” (gear icon), and select “Users”

     

     

  3. Show Inactive Users - Add the ability to filter deactivated users
     

  4. Use the “Find user” drop-down list and select User
  5. Manage permission for “Application Level”- Permission for “Application Level” allows the user access to application-level functions:
    1. Deactivate User
    2. Change Password
    3. User details: login, Full name, Email address, Create date, Status, Last Login

    4. Groups (for budgeting template use): the groups the user is part of all them to view specific template columns (user can be added to specific group by added “Add Group”)

       

  6. Manage permission for “Report Level” - Permission for “Report Level” allows the user access to specific report functions:
    1. Select a user from the dropdown list → Select a report to view the user permissions
    2. Manage permissions - Add the ability to filter the view of user permissions
    3. Permission should be added to the user based on their activities in Gravity
  1. Admin Users
    1. Application level
      1. Reports Section: grant the Create permission
      2. Budgeting Section: only for budget book admins - grant all permissions in this section
      3. Settings section:
        1. Users
        2. Templates
        3. Dimensions
        4. Workflow
      4. Data Sources section: grant permission based on data source you are using
        Example: if using MDFM, grant both MDFM permissions
      5. PowerBI Permissions: grant if you are using a PowerBI dashboard in your report
    2. Report level
      1. Create Snapshot
      2. Properties
      3. Open
      4. Delete broken variables
      5. Generate
      6. Rollover
      7. Copy and backup
      8. Review Management
      9. Refresh data store data
      10. Set workflow stage
      11. Object level:
        1. (Lease only) Change lease terms
        2. (CIP only) modify CIP print layout
        3. All other object level permissions should be granted
  2. Regular Users
    1. Application level
      1. Regular users do not need any application level permissions
    2. Report level
      1. Create snapshot
      2. Open
      3. Generate
      4. Review Management
      5. Refresh data store data
      6. Objects
        1. Print preview
        2. Create
        3. Move workflow step
        4. Translate
        5. Cut/copy
        6. Properties
        7. Add supporting document
        8. Import data

Setting Group Permissions

  1. Log in to the application
  2. Click on “Settings” (gear icon), and select “Groups”
  3. Use the “Groups” drop-down list and select a “Group”
  4. Manage permission for “Application Level”- Permission to allows the “Group” access to application-level functions.
  5. Manage permission for “Report Level” - Permission for “Report Level” allows the “Group” access to specific report functions:
    1. Select a “Group” from the dropdown list → select a report to view the “Group” permissions
    2. Manage permissions - Add the ability to filter the view of the “Group” permissions
    3. Permission should be added to the “Group” based on the activities in Gravity

Creating Groups

An Application Administrator has additional rights to create and modify Groups within the application.

  1. Log in to the application
  2. Select “Settings” (gear icon), and select “Users”
  3. Select and highlight “Groups”
  4. Select the “Application Level” tab, and click on “New”
  5. Select “Add Group” and add the following information:
    1. “Name” - Group name
    2. “Comment” - Any comment relevant information
    3. Click “Add” to create the new Group.

Adding/Removing a User to a Group

  1. Log in to the application
  2. Select “Settings” (gear icon), and select “Users”
  3. Select and highlight “Groups”
  4. Select the “Application Level” tab, and select one of the created Groups from the drop-down “Find Group” list
  5. To add a user to the selected Group, select a User from the drop-down list under “Users” on the right side of the screen
  6. Click “Add Member” to add the user to the selected Group
  7. Added members will appear under “Users”
  8. Click on “X”, and the Member will be removed from the group

Deleting a Group

  1. Log in to the application
  2. Select “Settings” (gear icon), and select “Users”
  3. Select and highlight “Groups”
  4. Click “Delete”, a message will appear “Deleting this group will remove it from all workflows and all users from it, are you sure?”
  5. Click “OK” to delete a group

A user can be part of a group, in which case they will have all the permission that is assigned to them as a user, in addition to the permissions assigned to them as part of the group.

Permission Definitions

  1. Application-level
    1. Reports
      1. Style gallery - displays example style templates for various report types
      2. Build auto styles - for use with inDesign templates by our design team
      3. Create - create new reports
    2. Budgeting
      1. Manage chart of accounts - manage CoA data in the budgeting report
      2. Roll forward - change the budget year from one year to the next
      3. Manage O&M tabs - modify the tabs on O&M templates in budget books
      4. Full HR access - modify HR templates in budget reports related to FTE/PTE, HR reports etc
    3. Settings
      1. Users - create, delete, deactivate, and manage user permissions
      2. Templates - access design templates for master pages, useful for changing images on master pages or updating text variables for headers etc
      3. Dimensions - a dimension represents a time period, like a year or a quarter. When rolling forward, reports roll to a new dimension
      4. Labels - create new labels to be used in the properties menu of reports or objects
      5. Lock object data source refresh - lock objects from having their data sources refresh
      6. Workflow - create, delete, and edit workflows
      7. Variables - manage report variables (deprecated)
      8. View logs of system tasks - expand what tasks are seen in the log inbox, may cause clutter and show information less relevant to your user
    4. Data Sources
      1. Multi-dimensional financial model (MDFM) - manage ACFR and Budget data using hypercubes and data sets, automatically map data using rules, and make adjustments to data
        1. Set workflow stage - freely move hypercubes between workflow steps
        2. Administration - create/edit/delete dimensions (line items/funds) for hypercubes, and refresh data sets for budget book data
      2. Data Collection - template for collecting and submitting data (deprecated)
      3. Data File - upload a data file directly (deprecated)
      4. Eclipse - manage line items and linking rules to automatically map statement data (deprecated)
      5. Account Hierarchy - manage line items for statement data (deprecated)
      6. Data Store - manage the database and queries (not recommended for regular users or admins unfamiliar with querying languages)
    5. PowerBI Dashboards
      1. Manage PowerBI permissions - manage who can use PowerBI dashboards
  2. Report-level
    1. Create snapshot - generate the full report and save it automatically as a PDF in the report tree
    2. Properties - edit the report properties, like report name, default workflow etc
    3. Generate XBRL - only used for reports that use the XBRL feature in their spreadsheets
    4. Open - see and open the report from the Gravity homepage
    5. Delete broken variables - delete all variables in the report that have a “broken” status
    6. Generate - generate the full report in PDF format, accessible through the log inbox
    7. Refresh notifications - get an email notification when the report data is refreshed
    8. Move workflow step notifications - get an email notification when objects are moved between workflow steps
    9. Due date reminder notifications - get an email notification when an object is approaching its due date
    10. Rollover - roll the report from one time period (dimension) to the next
    11. Compare snapshot - compare two snapshots in the report tree, creates a new document containing any differences between them
    12. Copy and backup - create a copy or a backup version of your report
    13. Review management - view and manage comments on PDF documents (requires that the PDF is uploaded with annotations enabled)
    14. Download inDesign document - access to download the inDesign file used for report styles
    15. Delete - permanently delete the entire report (recommended to never give this permission to any user)
    16. Refresh match processor data - refresh data imported through match processor (deprecated)
    17. Refresh data store data - refresh all data store queries that import to spreadsheets
    18. Set workflow stage - bypass the workflow arrows and freely assign objects to any step in their workflow, also enables the “view workflow” option in the context menu
    19. Objects
      1. Print preview - generate a PDF of just the one object
      2. Create - create or upload a new object (word doc, excel, PDF etc)
      3. Change lease terms - in Leasing reports, change the terms of the lease
      4. Move workflow step - move the object to the next step in the workflow
      5. Manage protected ranges - add a user to allow them to make changes to protected areas in spreadsheets
      6. Translate - translate the object to another language
      7. Cut/copy - cut and paste an object to move it in the report tree, or copy and paste an object to duplicate it
      8. Modify CIP print layouts - for CIP reports, modify the layout
      9. Properties - access the properties for the object, to rename it, change workflow, modify printable areas, view data imports/TOC entries/rollover ranges etc
      10. Add supporting document - add a supporting document if needed
      11. Delete - delete the object (document) permanently
      12. Import data - import new data to the object, from whichever data source(s) your report is using
      13. Add shared object - link another object to this one 



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