Managing the Accesses of Others (Managers and Portfolio/Envelope Managers & Contacts)

How do I request access for an individual that I manage?

On the left-hand side of the screen in the drop down menu under ‘Review/Search accesses for’, search for the employee you are looking to provide further accesses to.  Click ‘Continue’.

View of 'Review/Search Accesses' field for managers and portfolio/envelope managemen't

On the right-hand side of the page search for the service or system you are looking to provide access to using the search box, or scroll through the listing. 

Click on the title of the access and fill out the ‘expiry date’ and ‘reason for addition’. If you are unsure what a particular title means, hover your cursor over a title to see a detailed description of that particular access.  The expiry date can be no longer than one year from the date the access is requested (i.e. if you request the access on June 26th, 2014, the expiry date must be June 26th, 2015 or earlier).

You can request access to more than one system at a time by using the selection boxes next to the title of an access.

View of an access request within Access Manager

When you have added all the details needed to complete the request, scroll down to the bottom of the screen and click ‘submit’.  You will need to confirm the request.

How do I request access for myself?

In the dropdown menu under ‘Review/Search accesses for’ click on ‘myself’.  This will bring you to your record.  Please refer to Maintaining your accesses for further instructions.

There is a new employee in my department, how do I arrange for access?

If Human Resources has not yet added the individual to your department, your departmental proxy (typically the Administrative Assistant) must first add the individual to your departmental phonebook listing within eServices.

Once this is completed, a Portfolio/Envelope Manager or Contact within your department will be able to assign access to the individual. Note: Once HR has processed the individual’s record, the individual’s supervisor (or alternate supervisor) will be able to request/extend/remove accesses for the individual.

Why are employees showing up that I do not recognize, or no longer manage?

This is due to incorrect data.  This can happen when someone retires, leaves a department, or an organizational structure changes and the data on their record is not updated.  Access manager is functioning as it should, it is recognizing that these individuals are still associated with your department.

Unfortunately ITS is not able to correct the data but we can help determine which department (Human Resources, Financial Services, etc.) you need to work with to have it corrected.  If you require assistance please contact the IT Service Desk.

I’m looking to provide a new hire with the same accesses as a current employee. How do I find out what they currently have access to?

After selecting the individual you are looking to provide access to on the left-hand side of the screen, select the comparison employee on the right-hand side of the screen under ‘Compare accesses to’.  Click ‘Continue’.

You will then see three columns: the left-hand side is the individual you are requesting access for, the middle column is what accesses you can request on their behalf, and the right-hand side is the comparison individual.

View of compare accesses screen within Access Manager

An employee is leaving UNB, or transferring departments, what do I need to do?

If an employee is leaving UNB, or transferring departments, you are required to request that their accesses be removed on their end date.  Prior to their last day at UNB or within your department look up the individual within Access Manager and select ‘Remove all accesses’.  You will need to select the end date, the reason for removal, and any specific details of the removal.  Once completed, click ‘submit removal request’. You will then need to confirm the request.

View of removal of all accesses within Access Manager

Note: Please be aware this is does not remove the accesses immediately; access removal requests should be submit at least one week prior to the individual’s date.  If access needs to be removed immediately please contact the IT Service Desk at (506) 457-2222.

How do I remove an access that an individual currently has?

Look up the individual under ‘Review/Search accesses for’.

Under ‘Has access to’, click on the title of the access you would like to remove.  This will expand to show ‘remove this access’ and ‘reason for update’.  Check off ‘Remove this access’ and scroll to the bottom of the page and click ‘submit’.  You will then need to confirm the removal.

View of removing an access within Access Manager

How do I extend the expiry dates for all of an individual’s accesses?

Look up the individual under ‘Review/Search accesses for’.

Under ‘Has access to’, check off ‘Extend all accesses to’ box and select a date by clicking on the date box.  Next, proceed to the bottom of the page and click ‘submit’. You will then be asked to confirm the request.

View of extending all accesses within Access Manager

An individual has an access that is expiring soon, what do I need to do?

Look up the individual under ‘Review/Search accesses for’.

You need to request to extend the access by the expiry date or the individual will lose access to that particular system.  You will find any accesses that are set to expire soon at the top of the listing under ‘Has access to’.  To extend access, click on the access you wish to extend and fill in the appropriate details.  Proceed to the bottom of the page and click ‘submit’. You will then be asked to confirm the request.

View of an upcoming expiring access within Access Manager

Why do I not have the ability to extend some accesses that are about to expire?

Some accesses are given by  default to all UNB faculty/staff/student and require no action from you.  These accesses will automatically be renewed each year , which means there will be no email reminders sent to you 30 days prior to the expiration date.