Security Roles Explained

Basic System Security Roles

There are both departmental and central/special roles in ARC.  Departmental Roles require a user to take certain online training classes before system access is granted.  See the Required Trainings by Role chart to determine which trainings you will need to take for which roles you have applied for.  For security role directions, see the Finance Security Handbook.  (Reporting Only users can also review the Financial Inquiry Application Handbook.)

Central or Special Roles

Central User or Special Roles are for system users who are in the Office of the Controller or who are performing special roles withing a school or department.  View the Required Trainings for Central Roles page for details on what training is required per Central User ARC role. (Contact Alma Ceballos  in Office of the Controller for more information about Central/Special Roles.)

Security Levels

Additionally, a user's system access is essentially granted for distinct and different aspects of how they will interact with the system:

Page-level security:  Transactions in ARC will occur on various pages (examples: voucher pages, journal entry pages). Page-level security gives you access to begin or approve those types of transactions on specific “pages” in ARC.

Business unit & ledger security: Ledger security will give you access to a set of data. Most users will have access to transactions affecting the “Actuals” ledger.

Workflow: Workflow routing will determine whether you are given a transaction to review and/or approve.

ChartField security:  ChartField security helps determine what data you should see within the system and in system-generated reports.  Generally, security is set-up so that you can only see in a report relevant data for your department.


If you are a system user, these components will be set up based on your business need and they will govern what you can and cannot see in ARC.


In ARC, workflow controls the routing of a transaction to multiple people throughout a process -- it is the routing of transactions based on roles and rules. Workflow will be commonly used in ARC to obtain approvals for transactions such as: requisitions, vouchers, and journals. Workflow helps transactions process more securely and efficiently, as workflow is also controlled by security rights. Also, workflow helps avoid "lost," paper-only transactions and allows the user to see where a transaction is in the approval process.




There is a standard process required for setting up a user with security and workflow as summarized in the picture below.




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