In the IUIE, how can I use the Collections Catalog to manage user security?

Note: This information is for Data Managers using the IUIE.

About Collections

The IUIE security Collections were designed to accommodate all access requests to data published in the IUIE. Collections are a means of organizing or grouping common reports together. They help you assign and manage user security in the IUIE, and they serve as one method of organizing user groups into security profiles.

You can structure Collections around job functions to grant report access to users. For example, a Collection labeled "Fiscal Approver" could contain reports with information regarding payroll data. If you assign the "Fiscal Approver" Collection to someone, he or she will have access to every report stored in that Collection.

Note: Collection folders are organized by system at the top level, followed by application at the next level. Only an administrator can change the folder structure at the system level.

A Collection may contain one or more subcollections or user groups, which control access to report objects. Each is designated as follows:

  • Folder icons represent Collections.
  • People icons represent user groups.
  • Various icons represent different types of report objects listed within user groups.

Browsing Collections

To browse Collections:

  1. In the IUIE, click the Manage Access tab, and then click Collections.
  2. You will see search filter fields followed by a list of folders. To browse the Collection, ignore the search filter functionality, and click the folders in the list to expand the contents.

When you display Collections in View Mode, you can grant and revoke data access to users. To access the functionality to modify a user's access, select a user. Use the search filters to display the user whose security will be modified.

Note: You can modify access for only one user at a time.

Locating users and managing security

To use the filter functionality to locate a specific user:

  1. Click the Manage Access tab, and then click Collections.
  2. In the "Username" field, enter all or part of a Network ID username. You can also filter by name, email address, department, or campus. Wildcards are allowed.
  3. Click Filter.

    Note: Entering the complete username will filter the Collection view for the individual selected. If you enter a partial username, the IUIE will return a list of candidates from which you can select the one you want. If the person you need is not in the list, return to the Collections page and search again. Searching without completing any fields will not return a list of all IUIE users.

In the list of results, each folder will be preceded by a checkbox:

  • A blank checkbox indicates the user does not have access to that Collection.
  • A gray checkbox indicates the user can access some parts of that Collection, but not everything in the Collection.
  • A checkbox with a checkmark indicates the user has access to everything in that Collection.

To grant access to an entire Collection, select the Collection checkbox. This will create a pending request to grant access to every report in that folder. The screen will update to display "pending grant request by USERNAME" next to that Collections folder.

If the user already has partial access to the Collection, the pending requests will appear next to the objects affected by the request. If you would like to grant additional access to part of a Collection but not the entire Collection, open the folder and navigate to the user groups or subcollections to which you would like to grant access.

To revoke access to a Collections folder or subcollection, uncheck the Collection's box. This will submit a pending request to revoke access to every report object in that folder. The screen will update to display "pending revoke request by USERNAME" next to that Collections folder.

Submitting a request

After creating a request list by checking the appropriate groups in a Collection, you need to submit these requests for Data Manager approval:

  1. In the IUIE, click the Manage Access tab, and then click Review Access Requests.
  2. Your view will still be filtered by the user you have selected, and "Summary of requests to submit" should be highlighted. Select Submit or Submit All (for all requests) for the user.
  3. Add an appropriate justification for the request.
  4. Click Submit.

Note: Access will be subject to Data Manager approval.

Cancelling a request

If you make a mistake when granting access, you can cancel the request and start again by deselecting the Collection's checkbox.

However, if you log out of the IUIE or close your browser, you'll need to do the following to cancel a request:

  1. In the IUIE, click the Manage Access tab, and then click Review Access Requests.
  2. Your view will still be filtered by the user you have selected, and "Summary of requests to submit" should be highlighted. Select Cancel for the user.
  3. Click Submit.

This is document arhc in the Knowledge Base.
Last modified on 2013-02-19 00:00:00.

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