Authorizing Multiple Accounts at One Time (batch job)

The batch authorization process allows keygivers to grant authorizations in bulk to those systems and SFAs for which they are a keygiver. The batch job interface guides the keygiver through the steps of supplying all the information needed to process a batch authorization.

• You must have keygiver privileges for a system, as well as all of its piggybacked systems, to grant or remove authorization for that system. In addition, you must have A (System and SFA Authorization Editing) authorization in the PAS system.
• See the PAS keygiver KnowledgeBase (ServiceNow) for training information and documentation.
• For detailed information, see How Piggybacked Authorizations Work.

• To set up a batch authorizations job:

1. Click the Tools menu, and then hold the mouse pointer over the Batch Tools submenu item.
2. Click the Submit New Batch Job option.
3. When prompted, select the source of the user population to receive authorization(s): system or SFA, Exchange distribution list, a file, or manual addition; then click the Select button.
4. If you chose System, SFA, or Exchange distribution list, select option for the one you want to use as a source, and then select the authorization type(s) to include in the batch.
   1. Select Systems or SFAs from the top drop-down list.
   2. To display all available, click to check the Full List checkbox.
   3. To limit the list, set up the criteria: select Name or Description, then select Starts with or Contains, and then type the text to search for; finally, click the Search button.
   4. Click to highlight the system or SFA you want, and then click the Select button.
   5. When prompted, if applicable, click to check one or more general criteria: All Accounts or Exact Match on Authorization, and/or Include programmers.
   6. If applicable, click to check one or more authorization type(s) to include.
   7. At least one selection is required. When complete, click the OK button.

5. If you chose Exchange distribution list, select the one you want to use as a source.

6. If you chose the file option, select and set up the import.
   1. Click the browse files button, and then select the text (.txt) or Excel (.xls) file that contains a field of network IDs (user names). The Excel field must be a column. The text file fields can be delimited with a tab, comma, semicolon, or blank space; records (accounts) are delimited as new lines.
   2. Click the Open button.
   3. If you are using a text file, when prompted, select the delimiter.
   4. PAS retrieves the first record in the file and displays each column. For text files, click to change the delimiter if needed.
   5. Select the column that contains the network ID (user name), then click the Validate button.
   6. PAS pulls the Network IDs from the selected file and checks  for a match with a valid PAS account. Review the  File Validation Results. Flagged (duplicate, inactive, or invalid) are listed in the validation results. If any are incorrect, click the Cancel button, fix the entries in the source file, and start again.If all is well, click the Save button.

7. If you chose manual account selection, enter the accounts.
   1. Enter the network ID (user name) for each user.
   2. Click the Close button. The total number of accounts entered is calculated automatically

   To update the list, click the Select Accounts button.

8. For all account selection methods except manual entry, click the Calculate Total Accounts button.
9. If needed, for accounts selected from a system, SFA, or Exchange distribution list, click the Preview Selected Accounts button. Click to check the box for any accounts that should not be included in the batch job, and then click the OK button.
10. By default, both batch status notification options (email and page) are selected. To remove a notification type, click to uncheck its box.
11. Click the Next button.
12. When prompted, select the type of authorization to change: system or SFA. More than one system or SFA can be targeted, but they must be all systems or all SFAs.
13. Click to select an authorization action: Add, Remove, or Replace.
14. Click to select a system or SFA from the left pane. The available authorization characters are listed on the right, beneath the selected action.
15. Click to check the box for one or more authorizations to be added, removed, or replaced.
16. If you are replacing authorizations, click the With Authorization button, and then click to check the box for one or more authorizations to add as replacements.

• It is against standard Mass General Brigham policy to assign keygiver authorization using a batch job.

17. Click the Next button.
18. If you selected a keygiver authorization to add or replace with, review the warning, and then click the No button to return and remove the keygiver selection, or click the Yes button to confirm.
19. Click the Next button. To target another system or SFA, repeat the process of selecting an action, system or SFA, and authorizations.
20. To make changes to any actions or selections that you already set, click the Target Edit button.
21. Click the Submit button.
22. Review the criteria when prompted. If needed, click the Cancel button to return to the set up window and fix any mistakes. When the criteria are all correct, click the Confirm PAS Batch Job button.
23. When prompted, sign with  your password, and then click the Ok button.

To update the list, click the Edit Accounts button.

• See also: Viewing batch authorization job results