Access Codes

The access codes created and used in the E-Time module can be thought of as login IDs. These can be applied in various ways depending on personal security requirements.

Access codes are designed to group similar employees together into one set of login credentials without having to create a user in the Enterprise database for each employee.

Creating Access Codes

To assign an access code to an employee, please follow the below steps:

• Create a new user ID on the User Maintenance screen.

• Check the 'Access to Etime' checkbox for the user ID on the Employee Maintenance screen found in the Human Capital Management module.

• Users will then receive an email containing a link to the E-Time log in screen. They can then log in with the username and password created on the User Maintenance screen.

• Upon clicking this link, a new access code is created, which can then be edited on the Access Codes screen, detailed below.

NOTE: If using the Expense Entry screen rather than the Quick Expense Entry functionality in the Timesheet Entry screen, first create an access code for every employee who using E-Expense Entry.

Group and Personal Access Codes

Users without a personal access code linked to their profile can still log in with a group access code, which can be created using the Access Code Maintenance screen, shown below. While logged into E-Time, users can switch between using group and personal access by pressing the Switch Access Codes icon (), found at the top-right of the screen.

Access Code Maintenance

Access Code Setup; standard Treeview path: E-Time > E-Timesheet > Setup > Access Codes

The user can click the [Create Access Code] button to create a new access code, or click on an existing access code in the log in order to edit it. The Access Code Setup screen is shown below.

The screen allows the modification of access code privileges, email accounts, and other information required to use E-Time by employees and administrators. Click on an access code link to edit the fields for that code.

Code

Enter the code the user will enter to access E-Time.

Type

This field shows the type of access code. Only group access codes can be created in this screen. Personal access codes are created using the steps described in the Creating Access Codes section.

Employee No

A read-only field showing the employee number who's assigned the access code.

E-Time Roles

A read-only field showing the E-Time roles assigned to the access code.

Password, Confirm Password

Enter the password for the access code. Enter the same password in the Confirm Password field.

Change Password - Checkbox

Once an access code is saved, the 'Change Password' checkbox appears, allowing the user to change the access code's password.

NOTE: The 'Change Password' checkbox is only available for group access codes. Passwords can only be edited if the access code is a group-type access code. If the access code is a personal-type access code, the password is system-generated and cannot be changed in the Access Code Setup screen.

SSO User

Enter the SSO for a portal user. The same portal user ID can be added to multiple E-Time access codes. If the mapping is one-to-one, then the portal user is not prompted for their E-Time login. If the mapping is many-to-one, or if the portal user ID is null, then the user is prompted for their login information.

Disabled - Checkbox

Check this box to disable the access code. Disabled access codes can not be used to access E-Time.

Maximum Hours

If the employees registered to this access code have a maximum number of hours for which they can post timesheets, enter that number here.

Days Until Password Expires

Enter the number of days until the password expires. This can be set from 0 to 9999. To have a password last indefinitely, leave this field blank or enter “0”.

NOTE: Leaving this field blank will prevent expiry but if SSO is turned on and an expiry has been set at the user maintenance level, a password reset may be triggered.

Project Manager - Checkbox

If members of this access code have the right to approve timesheets, check this box.

Use Direct Access Code Emails

This section of the screen is used to manually enter email addresses for the user of that access code and for the approver of that access code. We do not recommend using this option, as it would overwrite the emails used with these “hard-coded” ones instead of a dynamically updated one associated with the employees profile.

Timesheet Approval Email

The email address entered here will be the one used for approving the timesheets for this access code. If this field is left blank, the email address used will be the one from the employee profile (specifically the read-only field Timesheet/Expense Approver Email).

E-mail for Unapproval Timesheets/Expense

The email address entered here will be the one used if a timesheet for this access code is unapproved by the approver. If this field is left blank, the email address used will be the one from the employee profile (specifically the read-only field Timesheet/Expense Unapprover Email).

Expense Approval Email

The email address entered here will be one used for approving the expenses for this access code (based on the access codes security groups). If this field is left blank, the email address used will be the one from the employee profile (specifically the read-only field Timesheet/Expense Approver Email).

Use Employee Profile Emails (Based on Access Code Approval)

When email addresses are not manually entered (hardcoded) in the Use Direct Access Code Emails section of the screen, the email addresses shown in this section will be used. This is the recommended setting.

Timesheet/Expense Approval Email

This email is based on the approver assigned to the access code with the highest priority level (i.e., priority level 1), as defined in the Approver’s tab of the Access Codes Administration screen. For this approver’s access code, the email of the employee linked to it (from their personal access code) will be taken. Additionally the email used could be either a work email or personal email based on a company control flag.

Timesheet/Expense Unapproval Email

This email is based on the employee that is assigned to this very same access code (as it is their personal access code). Additionally, the email to be taken from the employee could be either a work email or personal email based on a company control flag.