Manage user access and notifications
This page explains how you can manage access to the headcount and workflow notification features at a global level, and manage the user access to each workbook.
Manage access to the headcount feature
If you have permission to manage budgets and forecasts, you can control whether each user has access to the headcount feature at the global level (all workbooks). You can invite users to use the headcount feature but you can’t revoke those invitations.
On your Budgets and Forecasts homepage, click Manage users in the top-right corner.
Locate the required user using the search box.
In the Headcount access column, select the Invite to headcount checkbox. The checkbox becomes dimmed and a message informs you the invite is pending.
Click Save and finish.
Inform the user of their access to the headcount data and tell them to create a password. When the user accepts the invite by creating a password, the following message displays against the user’s name in the Headcount Status column: Can access headcount.
Manage workflow email notifications
If you have permission to manage budgets and forecasts, you can control whether notifications are turned on or off for each user at the global level (all workbooks).
The email notification feature sends an email to a user with a list of their workflow tasks and a link to open the corresponding workbook. Notifications are sent for each worksheet tab in a workbook every 30 minutes. By default, these notifications are turned off but users can turn them on within each workbook.
It’s a good idea for you to turn on notifications for users who are not regularly involved in the budgeting process but you want their input on a particular budget item. They might otherwise be unaware they have pending workflow tasks.
On your Budgets and Forecasts homepage, click Manage users in the top-right corner.
Locate the required user using the search box.
In the Email notifications column, click On or Off, as required.
Manage access to a workbook (add administrators and viewers)
If you are the owner or administrator of a workbook, you can manage access to that workbook via the Budgets and Forecasts homepage. This alternate way of updating the user access also allows you to add users as viewers of a workbook. The viewer user type is suitable when you want an individual user to view a budget or forecast but not edit any values.
Read the Get started with Budgets and Forecasts page for more information about the types of users, user access and data security.
On your Budgets and Forecasts homepage, locate the workbook, then click the Menu button (on the far right side) and click Manage Access.
Manage the access to the workbook as required:
Add a new user: Select the user’s name from the Add users list. The new user is added as a viewer by default.
Give a user administration rights: Select Administrator from the user’s list.
Remove a user: Click the user’s Delete X button.
Click Save.