Access Personas and how they work

Explaining Access Personas and how they work.

What are Access Personas...

What is the difference between Access Personas and Security Roles

Assignment of Access Personas

Approval Levels in Access Personas

Access Personas: Applying to Companies, Branches, Departments and Projects

Access Personas: Granting to Users

Assign an Access Persona via Quick add access grants


What are Access Personas...

Access Personas are broad categories defining access for Users and can be applied according to the area of work of each person within your organisation.

Access Personas are usually set up by your onboarding team, according to the structure and requirements of your business. 

The number of Access Personas in your system should be kept to a minimum. Please contact us at support@lentune.com if you need assistance.

To read about adding a new Access Persona, please refer to Add an Access Persona.

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What is the difference between Access Personas and Security Roles?

Access Personas allow broad access for a person to different areas of the Lentune system. e.g. to specific Companies, Branches, Departments and Projects, which are usually defined as physical categories of your business organisation.

Access Personas are then granted to Users to allow access for that User to view, review and approve various areas within specified dollar value limits, e.g. Purchase Orders, Payable Invoices and approve times sheets for Users.

 

Security Roles allow or restrict access to specific menus and tasks with the Lentune system.

Security Roles are categorised under Security Groups.

Security Roles allow much more specific access or restriction to menus and tasks and allow a User to add, edit and view data under specific menus. The Access Persona allows the User access to that data for specific regions (i.e. Companies, Branches, Departments and Projects), and the dollar limit that they can view, edit and approve.

This means that you can allow a Branch manager from your Auckland branch to view and edit data relating to the Auckland branch, but not to the Dunedin branch.

Example: A Security Role can be assigned to a User to be able to approve invoices. Then an Access Persona can be assigned to the same User to determine which Companies, Branches, Departments and Projects they can approve for, and to what dollar value.

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Assignment of Access Personas

Access Persona codes are usually set up by your onboarding team in consultation with you and according to your business structure.

Access Personas may then be assigned to Companies, Branches, Departments and Projects, then applied to Users according to the areas of work they may be in, e.g. Branch Manager, Payable Account approver for a department.

Monetary value limits may be established for each Access Persona. These will then be applied to the Users via the assignment of Access Personas of Companies, Branches, Departments, Projects to individual Users.

Your initial Access Personas will be set up for you by your onboarding team in consultation with you for your requirements. However, you can assign additional Access Personas via the Quick Grants options, if you have the appropriate Security role. You may wish to do this when adding a new User or a new Project. Refer to Quick Add Access Personas.

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Approval Levels in Access Personas

When your Access Personas are set up, the value levels for authority will be set up. This allows you to determine that different categories of staff can approve Payable Invoices and Purchase Orders for set value limits, and also approve timesheets for staff in their Branch, Department, Company or Projects.

To view these details:

  • Go to Administration > Access Personas or Settings > Access Personas.
  • Select an Access Persona.
On the Details screen, you can see the limits that have been established for this Access Persona.
Payable invoice limits: Levels are set for the Search limit, Approval limit and Second approval limit that apply, or there may be No limit for any of these tasks.
Purchase orders limits: If limits for Purchase orders are required, the checkbox This Persona Uses Purchase Orders will be checked, and levels that have been set for Personal level, Approval level and Minimum notification level will display.

  

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Access Personas: Applying to Companies, Branches, Departments and Projects, then Granting to Users

The first stage is to apply Access Personas to Companies, Branches, Departments and Projects, then granting the Access Persona to the individual User within these categories.

Applies to (applying Access Personas)

  • Go to Administration > Access Personas or Settings > Access Personas.
  • Select an Access Persona.
  • Go to the Applies to tab.

Here you can see which Companies, Branches, Departments and Projects this Access Persona has been applied to.

 

 

To apply this Access persona to a Company, Branch, Department or Project:

  • Click New apply.
  • On the New Access screen, select the category that you wish to apply this Access Persona to.
  • Click Confirm.

On the right section of the screen, you may also grant this Access Persona to a User or a Security Role.

  • Click Add new grant.

 

In the Add new grant screen:

  • Select the Staff name from the dropdown list.
  • Select the Security Role from the dropdown list.
  • Click Add new grant.


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Access Personas: Granting Access Personas to Users

  • Go to Administration > Access Personas or Settings > Access Personas.
  • Select an Access Persona.
  • Go to the Grants tab.

Here you can see the staff that this Access Persona has been granted to.


  • Select a User and the right section of the screen will display the Companies, Branches, Departments and Projects that this Access Persona has been granted to for that User.


To grant additional access to a User, select the User.
  • Click Add new grant
  • Then select the Company, Branch, Department or Project to grant this Access Persona for this User.
  • Click Confirm. 

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Assign an Access Persona via Quick add access grants


You can assign additional Access Personas via the Quick Grants options, if you have the appropriate Security role. You may wish to do this when adding a new User or a new Project. Refer to Quick Add Access Personas.

Need more help? We’re here! We hope our article was helpful! If you need more info or want to connect, drop us an email at support@lentune.com.

Thank you. We love to hear from you!

Last updated: 15 June 2023