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Budget Roles Assignments

Budgeting roles in Aclarian control which departments or areas a user can access and interact with during the budgeting process. For example, a user assigned the role for the Public Works department will only see and work with budget forms, reports, and data relevant to that specific department.

Proper assignment of these roles ensures users only access information pertinent to their responsibilities. This helps maintain data integrity, strengthens overall security by limiting unnecessary exposure to sensitive budget information, and improves operational efficiency by streamlining access and reducing the risk of errors or unauthorized changes.

Roles are assigned by Users with access to the budget roles assignment table in Aclarian and can be updated as organizational needs or staffing change

Step 1: Accessing the Budget Roles Assignments Table

Navigate to the Budgeting module > Data Management > Budget Roles Assignments

Step 2: Key Features

  1. At-a-Glance View: The grid lists every active user and displays their assigned Budget Roles.
    1. Example:
  2. Expand Details: Click the caret (↓) next to any user to expand and see full details of their roles.
    1. Example:
  3. Actions Column:
    1. Green “+” icon — Appears for users with no roles assigned. Click to open the “Add Budget Role Assignments” pop-up form.
    2. Orange edit pencil — Appears for users who already have roles. Click to open the “Edit Budget Role Assignments” pop-up (add new roles or remove existing ones).



4. Bulk assign/remove: Select multiple users at once and assign or remove Budget Roles in a single action.

5. Export:

Right-click the grid to download the current assignments as an Excel file for review, or record-keeping.



Step 3: Example: Assigning Budget Roles and Department Access for a User

This example walks through assigning budget roles to a user and granting access to specific departments in the Next Year Capital Budget form.

Prerequisites:

Ensure the user has basic access to the Budgeting module and relevant form(s) (check in User Management > Data Management > User List).


Before granting access to departments:

The user may have access to the Budgeting module and see the form, but the “Create Budget for Department” dropdown is empty or shows “No results found.”
Step-by-step to assign department access

  1. Go to Budgeting → Data Management → Budget Roles Assignments (the main grid of users and roles).
  2. Find the user in the grid (you can filter by name or email).

  3. Click the green “+” (if no roles yet) or orange pencil (to edit existing roles).
  4. In the pop-up (“Add/Edit Budget Role Assignments”):
    1. Search the section Access to Departments – Next Year Capital Budget Form.
    2. Click the Departments dropdown.
    3. Search or check the boxes for the departments you want to grant access to (e.g., Cdbg (2500), City Clerk (1120), etc.).
  5. Click save

What happens next

  • The user now sees those departments in the dropdowns inside the Next Year Capital Budget form (e.g., “Create Budget for Department”).
  • They can select a department and start creating or viewing budgets for only the departments you assigned. 

Tips for Success:

  • If departments don't appear after assignment, have the user log out of Aclarian and then log back in.
  • For multiple forms (e.g., Next Year Expenses Budget), repeat the department assignment in each relevant section of the pop-up.
  • Use bulk operations in the grid if assigning similar roles/departments to multiple users at once.


Additional Notes: