How to Configure Account Restrictions by Workflow

Overview

Microix Workflow Modules provides an optional Account Restrictions feature that allows administrators to control which account segment values are available to requesters within a specific workflow.

Account restrictions can be applied to one or more account segments, allowing organizations to limit access to specific General Ledger (GL), Fund, Grant, Program, Department, or other account segment values defined in the MIP Chart of Accounts.

For example, if your organization uses five account segments—GL, Fund, Grant, Program, and Department—you can configure a workflow to limit only specific values from any combination of these segments.

Key Benefits:

• Limit requester selection when coding expenses.
• Apply restrictions to one or multiple account segments.
• Automatically default a segment value when only one value is permitted.
• Configure different account restrictions for different requesters within the same workflow.
• Allow selected requesters to bypass account restrictions when necessary.
• When the Display Account Balance feature is enabled, account restrictions also determine which accounts, and their associated financial balances users can view. This allows administrators to limit access to specific General Ledger data rather than allowing users to view balances for all accounts in the organization.

Understanding How Account Restrictions Work

Account restrictions are configured at the workflow level and determine which account segment values requesters can select when creating documents.

Administrators can choose to restrict only certain segments while leaving others unrestricted.

For example, a workflow may allow requesters to use any GL, Fund, Program, or Department value but limit the Grant segment to a specific list of approved grants.

Automatic Default Values

When a segment is restricted to only one account value, Microix automatically populates that value when a requester creates a new document.

For example, if a workflow is restricted to Department 100, Microix automatically defaults the Department segment to 100 when creating a new document and the user will not be able to change the value.

This reduces manual data entry and helps ensure consistent account coding.

Configure Account Restrictions for a Workflow

1. Navigate to Maintenance > Organization Workflow.
2. Select the workflow you want to configure.
3. Click the Account Restrictions tab.
4. Select the applicable Restriction ID. By default, Microix uses Default.
5. On the left side, under Available Accounts, expand the account segment you want to restrict.
6. Select the account values that should be available to requesters in the workflow.
7. Click the right arrow (→) to move the selected values to the Assigned Accounts list on the right.
8. Repeat these steps for any additional segments you want to restrict.
9. Save your changes.

The assigned account values determine which values requesters are permitted to select for the restricted segments.

Important: When using the Default Restriction ID, these restrictions apply to all requesters assigned to that workflow whose Restriction ID is set to Default.

Configure Different Restrictions for Specific Requesters (Optional)

By default, Microix assigns the Restriction ID Default to all requesters within a workflow.

However, you can create additional Restriction IDs to apply different account restrictions to specific individuals or groups of requesters within the same workflow.

This is useful when different departments, programs, or grant-funded employees share a workflow but require access to different account segment values.

Example: Create a Restriction ID for Federal Grants

Assume several requesters within the same workflow should only have access to certain federal grants, while other requesters follow the standard workflow restrictions.

A. Assign a Custom Restriction ID to Requesters

1. Navigate to Maintenance > Organization Workflow.
2. Select the applicable workflow.
3. Open the Requesters tab.
4. Locate the requesters who should have access to federal grants.
5. Change their Restriction ID from Default to Fed Grants.
6. Assign the same Restriction ID to all requesters who should share these restrictions.
7. Save your changes.

B. Configure the Account Values for the New Restriction ID

1. Within the same workflow, open the Account Restrictions tab.
2. Select the Restriction ID Fed Grants.
3. Expand the Grant segment under Available Accounts.
4. Select the federal grant values these requesters should be allowed to use.
5. Click the right arrow (→) to move the selected grants to Assigned Accounts.
6. Repeat for other segments if additional restrictions are needed.
7. Save your changes.

All requesters assigned to the Fed Grants Restriction ID will now follow this set of account restrictions instead of the Default restrictions.

You can create additional Restriction IDs as needed to accommodate different groups of requesters within the same workflow.

Exclude Specific Requesters from Account Restrictions (Optional)

Some requesters may require unrestricted access to account segment values, even when other requesters in the same workflow are restricted.

To exclude a requester from account restrictions:

1. Navigate to Maintenance > Organization Workflow.
2. Select the applicable workflow.
3. Open the Requesters tab.
4. Locate the requester who should have unrestricted access.
5. Change their Restriction ID from Default to None.
6. Save your changes.

A Restriction ID of None allows the requester to bypass the workflow's account restrictions.

Restriction ID Summary

Important Considerations and Maintenance

1. New Account Segment Values Require Maintenance

When account restrictions are enabled for a segment, newly added account values in the MIP Chart of Accounts are not automatically included in the workflow's existing list of assigned accounts.

For example, if you restrict the Grant segment and later add a new grant in MIP, administrators must update the account restrictions for each applicable workflow and Restriction ID that requires access to the new grant.

Until the new grant is assigned, requesters subject to those restrictions will not be able to select it.

2. Restrict Only the Segments That Require Control

To minimize ongoing administrative maintenance, consider restricting only the account segments that require additional control rather than restricting every segment.

For example, if your organization frequently adds new GL accounts, departments, or programs but only needs to control which grants requesters can access, you may find it easier to restrict only the Grant segment.

This approach reduces the need to update multiple workflows whenever new account values are added to MIP.

3. Use Shared Restriction IDs for Requesters with Similar Access Requirements

If multiple requesters within the same workflow require access to the same account values, assign them the same Restriction ID instead of creating separate restrictions for each requester.

For example, assigning Fed Grants to five requesters allows all five to share the same account restrictions. Future changes to the Fed Grants restriction can then be managed in one place within that workflow.

4. Review Restrictions When Account Values are Added or Changed

Administrators should review account restrictions whenever new account values are added, existing values are modified, or requester responsibilities change.

This helps ensure requesters continue to have access to the appropriate account values.

Summary

Account Restrictions provide a flexible way to control account coding within Microix Workflow Modules.

By configuring restrictions at the workflow level and assigning different Restriction IDs to requesters when needed, administrators can control access to account segment values without creating separate workflows for every group of employees.

Recommended Practice: Restrict only the necessary account segments, use the Default Restriction ID for standard access, create custom Restriction IDs for groups requiring different account values, and assign None to requesters who do not require account restrictions.

This approach provides control over account coding while minimizing ongoing maintenance as your organization's Chart of Accounts changes.