We are in the process of developing major upgrades to our Department Module. Once we're ready to roll out the new module, this guide will be fully updated.

Name Change

First things first - the Department Module is being renamed and will be called the Fund Role Module moving forward. The "Manage Department Access" button under Administration has been relabeled "Manage Fund Role Access." You may also notice minor terminology changes in a few places within the "Manage Fund Role Access" view. Please reach out to support.balance@evertrue.com if you have any questions about these changes.

Known Defect

We are aware of a defect in the Balance V4 platform related to department user profile updates. If you edit a department user profile and do not reset their password, department users are being locked out of the department site. As a workaround, your department users can go through the Forgot Password flow upon login, or you can reset their password on their user profile. We're working to resolve this issue as soon as possible. Please reach out to support.balance@evertrue.com if you need assistance.

Department User Maintenance

To access Department User Maintenance, navigate to Administration in the left side panel then select "Manage Fund Role Access".

Add Users

Click the 'Create new user' button on the right side of the page and populate the required fields marked with an asterisk. 

Welcome Email

Newly added department users will receive an automated welcome email with instructions and the website link to login should you leave this option checked when setting up a new user. 

Fund Access

If the department user is to have access to all funds at your organization, select the “Allow Access to All Funds” toggle.  If not, select "Allow access to specific funds" then you will complete the access settings at the bottom of the screen to assign the user to certain funds, departments, etc.

When you're done, click 'Create user' at the bottom of the page to save your new user information.

Disable Users

To disable a department user, click on the username on the Manage fund role access page. Flip the User disabled toggle under User status to the on position as shown below.

 

Password Maintenance

For Non-Single Sign On clients, you will be responsible for department users' password maintenance should they lock themselves out or forget their password. 

To reset a password for a department user, navigate to Administration>Manage Fund Role Access. Select the username, fill in the Change password fields, and hit 'Save changes' at the bottom of the page.

 Manage Access Settings

 Click 'Manage access settings' button in top right corner of the page.

Here you can set password reset requirements, designate contact persons for department users who need support, and adjust document visibility. 

Note: We strongly recommend using your own organization's email address for automated emails (Password resets, report subscriptions, etc.). This prevents the automated emails from appearing as spam in your subscribers' inboxes. Since department user accounts are managed within your organization, this also ensures any replies are directed to your team for assistance.

 

You can also customize a message on the department site home page to inform users of notices or updates. This field supports HTML code for modification of font display, adding links, etc.