Manage Favorites
The Manage Favorites page allows administrators to manage favorites across the system.
Administrators can use this page to:
View and edit favorites for all users
Search for favorites across all users
Search for specific users and specific favorites
Use View As for any system user
The page lists favorites and folders and shows details such as the favorite name, description, user ID, company ID, favorite type, area, function name, and any notes added to the favorite.
An administrator must have the w_admin_favorites permission to use this feature.
The Manage Favorites page works similarly to the My Favorites page. Administrators can organize, copy, distribute, or delete favorites and folders. For more information about these actions, refer to My Favorites.
An administrator can view a user's personal favorites list, but cannot open or run a personal favorite on that user's behalf.
Using Search
The Search feature allows administrators to search for favorites by user and by favorite details.
To open the search options, click Search on the page banner.
Field | Description |
|---|---|
User Code | Select the user ID from the list. This allows you to view all of the favorites and folders for this user. |
Select All Users | Select the check box to view all the favorites for all users in the system. |
Area | Select the area of favorites you want to view. You can choose from: "All", "Cases", "Reports", or "Utilities." |
Search | If you want to view a specific favorite (for example, CaseListingReport), you can enter the favorite name in the search box. |
View Folder Options | Choose which options to view "Favorites Only", "Folders Only", or "Both." |
View Scheduled Options | Choose the favorites to view from: "Scheduled Only", "Unscheduled Only", or "Both". |
View Shared Options | Choose to view "Personal Only", "Shared Only", or "Both" kinds of favorites. |
After making your selections:
Click Apply to view your selected favorites on the page.
Click Reset to clear the search and start over.
Using View As
The View As feature allows administrators to view and manage favorites for a specific user.
When View As is active, the page title area shows the following format:
Viewing As [user name] for company [company ID]
To access the View As options, click View As on the page banner, choose the settings, and then review the displayed favorites. Click Reset to clear the selected options.
The following options are available:
Field | Description |
|---|---|
User Code | Select a user ID from the list to view their favorites information. |
Area | Choose to view favorites from: "Cases", "Reports", "Utilities", or "All" favorites. |
Restricting edits to shared favorites
By default, any user with access to a shared favorite can modify it. This can result in shared favorites being changed by users who rely on them.
A security permission can be used to restrict who can edit shared favorites. When this permission is assigned to a user's security role, only the creator of a shared favorite can modify it. Other users can still view and run the shared favorite, but the edit controls are disabled for users who did not create it.
Enable the restriction
This permission is not enabled by default.
To restrict editing of shared favorites for a group of users:
From the Application Function Bar, select Administration -> User and Security Setup -> Security Roles.
Open the security role you want to update.
Locate the w_restrict_shared_favorites_edit security function. Confirm the exact function name shown in your environment, if needed.
Grant the appropriate permission level to enable the restriction.
Save the security role.
Users assigned to this security role cannot edit shared favorites created by other users.
Things to note:
This permission applies only to shared favorites. Personal favorites are not affected.
The restriction applies to report, case, and utility favorites when they are shared.
Administrators with the w_admin_favorites permission can still manage all favorites through the Manage Favorites page.
For more information, refer to Security Roles and Security Functions Reference.