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Frequently Asked Questions

 

Resolving Issues with eThority

 
Please contact your respective Local eThority Administrator (LEA) for initial troubleshooting of issues that arise working with eThority. Please refer to the Local eThority Administrators and User Account Managers by Department document for your department’s LEA
 
The LEA is responsible for conducting basic troubleshooting, resolving simple Flash or connectivity issues, and identifying when to escalate to eThority Support for further assistance. Only LEA’s may escalate eThority support request to the eThority Support team. This ensures that issues are resolved as quickly as possible and at the lowest possible level.
 
eThority is Platform independent, and should function on a range of Operating Systems and Web Browsers. eThority is a web application and generally speaking, only requires the most current version of Adobe Flash Player to run. Network authentication across domains in the University and setting up trusts to allow access to eThority can present challenges.
 

Basic/Beginner Questions

What is a Root Databook?

A root Databook is a set of data that is derived from the system of record (SOR). This is the whole set of data that eThority pulls in on a nightly basis without any modifications to it. Root Databooks are a functional permission and should only be given out to people who are experts at looking at their respective areas data. Root Databooks are one way to build reports but are not the best way since they are whole sets of data with every column and row included when a person initially opens the databook. Root Databooks are red in text. This is to distinguish them from regular databooks.

I have made changes to a databook that makes it work better for my department. How do I save these changes and make them available to others in my department?

Having the ability to save a databook as a “Departmental” databook is a Functional permission that not everyone will have. If you do have this permission and make changed to a report and would like to save that report so the rest of the people in your area can see it, you must go to: “File”,” Save As”, then rename the report. After doing this, on the bottom left hand side where you would normally save a report as a “User” databook, there will be an option to save as “Departmental”. Click the white circle so it turns red next to departmental. Then the middle area on the bottom will be available. This is where you choose which group of departments will be able to see this report. For example, if you wanted people in CVMBS to see a report, you would highlight the title called CVMBS and then save the report under the CVMBS Public library.

I have been told by my Administrator that I need to sign onto eThority in order to have my access authorizations implemented. What does this mean?

eThority is a software tool that “Self Authenticates” users based on their EID and password from the university. To set a new person up in eThority, the new user must go to the website. This will create a generic account that the Local eThority Administrator can then go into and grant the respective levels of access and functionality. We, the eThority team, try and stay away from manually adding a user.

I am trying to login to the eThority site; however, I can’t get beyond the login screen. Is there something wrong with my computer setup?

Yes and No. eThority is a web-based software tool that is designed to “Self Authenticate," or allows users to pass-through a log-in process, when a user goes to the website. If a person cannot hit the website it may be one of a few things. First, ensure you are directly connected to the University network or connected through a secured VPN connection. Second, make sure you have added eThority as a “trusted intranet site” (see on our resources webpage). Third, contact your Local eThority Administrator to see if anyone else in the area is having any issues logging in. If all these options do not work, then contact Clint Brown for further assistance.

Why can I not export my report?

Having the ability to export a databook is a functional permission in eThority. You must have this permission granted by your Local eThority Administrator on your access from. If this is already granted and you still cannot export, make sure you have the most current version of Adobe Reader, Microsoft Excel, or any other export options installed on your computer.

How do I save in my designated library?

After creating a report, you must save this report to be able to use it again. To do this, go to: “File," "Save As." A new screen will pop up. This is where you can enter a new name for your report, how you would like to save it and where to save the report. After choosing a name, go to the bottom left hand side and choose whether you would like to save this report as a “User," “Departmental” or “Global” databook. Most people will have “User” as there only option. Click on the circle to the left of the word “User." After doing this, go to the bottom right hand side and choose which public library you want to save this databook under. This is VERY important. You must save ALL your databooks under your home areas public library wheel. By default, a databook is saved under its parent databook (ex: financial databooks will go back under the Financial Public Library wheel). If you save your databooks in the wrong area, the eThority Team will send out e-mails to the people who need to move their databooks to their home public library wheel on a monthly basis.

Who is the contact in my area for assistance on a question for my account?

A list of all the Local eThority Administrators and User Account Managers is available here: http://ethorityresources.colostate.edu/ethority_admins_users.pdf
 

Troubleshooting

My balances are not exactly the same as those reflected in KFS. How do I identify the problem?

First, check the date range on both eThority and on the reports from KFS. More reports are through the previous month’s end, whereas eThority is up to the previous day. Next, make sure you figure out how the columns are being calculated. Whether it’s just revenue, or revenue minus certain criteria, or net balance, make sure you understand what is making up the number being shown.
 

All Other Questions

How to create directories and subdirectories (eventually)

This is an option that is given only to the Local eThority Administrators when setting up their respective areas public libraries and sub-folders. If you click on “Configure”, “Data Architecture” and then go to “Library Maintenance” you will find the area in which you can create and edit Public Libraries and Sub-folders. Start by clicking on the “edit” pen at the top of the page. Then from here find the public library that you would like to add sub-folders to and then click on the “Add Topic” then rename the Folder and finish by clicking on the “Save” button.

How to delete files

Deleting a file is very simple. All you have to do is highlight the file you would like to delete and “right-click” on it. A list of options will appear and scroll down to “Delete Databook”. It will take a second before the databook goes away. Users can only delete databooks that they have created.

I want to email reports but system won’t allow it.

As of this time, we currently have the e-mail capability turned off because of one major issue. Users are allowed to e-mail reports anytime during the day/night, including during the nightly downloads of data. We are waiting for eThority to restrict the e-mail times to 8:00am-6:00pm daily.

There are so many files to choose from. How can I tell which one(s) would be helpful for my needs?

When looking to create your own databook, start by choosing the public library that pertains to the area of data that you are looking for. Then within that library, find a report that is similar to the one you might want to create. Open it up and see if it has all the available fields that you are going to need. Then, clear out all the Groups/Sorts/Filters so you can work with the full set of data or customize what has already been done in the report to fit your reporting needs.

When exporting, I often receive error messages, yet at another time I do not (for the same file). How can I identify the cause or reason?

Most times when these errors appear it is because a column is “hidden” in the ”Field Selector” and is also being used in the “Group, Sort or Filter” section. This will cause an error every time. The way to eliminate this is to go in and unhide that column and then put it at the end of the report (So you won’t see it if you export it).

Why does the revenue column show as a negative?

The reason for the negative display of revenue is to assist in vertical math. It allows the revenue to be added (which is the default mechanism in eThority) to the expense (which is positive) to demonstrate a new balance available (which would be negative.) This is pretty typical for us in the College and I believe for the University as well. eThority doesn’t have the ability in a vertical presentation to have revenue – expense. It is always additive.

I am a Local eThority Administrator/ User Account Manager and I cannot see any of the new people in my area that have “hit” the eThority website. Why?

The common reason for this is that you probably have gone into eThority and taken yourself out of department “0000”. Every user that touches the website will be defaulted into this generic department. After you find the people that are in your respective areas, modified their access, you then must take them out of this department. This will make take them out of the general list of users that other Local eThority Administrators see. It will also only let you modify their access rights.

I cannot see an active person’s updated position in the Human Resources Databooks. It shows the persons last position as being the most current. Why is this?

When a person changes positions, the HR person in that area needs to go into Oracle and make the employee's old position “Not primary (N)” and set the new position as the employee's “Primary (Y)”. This is the indicator for ODS to pull a person into the (CSUH_Current_Employee_Primary) table. Also, a person can have multiple primary positions at the same time.

I have users asking for the export functionality now, where does CVMBS stand on providing this functionality? Do you include it in a basic user setup?

CVMBS would say simply that we would not expect export functionality to be part of a general user’s permission by default. We consider the job specific needs of each user to determine if it is appropriate for them to have export functionality, however, we could see some units granting all their users export simply based on the job roles within the unit.
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