External Users for MLS

Discussions around using and interfacing with the Church MLS program.
rappaiz
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External Users for MLS

Postby rappaiz » Sun Aug 05, 2012 6:56 pm

I want to know how many `external users` can we have in the MLS. I have a message that says that I have `too many external users` in my MLS. It allows me to have only 2 external users. is it correct?
The users are the Stake President, The Stake Secretary (me) and I am trying to set a new user to a High Council Member who is working as a bishop`s assistance.
Please coments!

lajackson
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Postby lajackson » Sun Aug 05, 2012 7:18 pm

rappaiz wrote:I want to know how many `external users` can we have in the MLS. I have a message that says that I have `too many external users` in my MLS. It allows me to have only 2 external users. is it correct?


The message is correct. The limit is two, and they are called Out-of-Unit Administrators. We normally give our Stake Technology Specialist one of them, and we have set up a "Stake" account for a few selected other stake officers to use on special occasions. The account has a different password in each unit that is closely controlled and changed when necessary.

The Wiki explains how you can have more MLS users who are not members of the unit if there is truly a need.

As you read the article, do not confuse the term Out-of-Unit Administrator (who uses one of the two "external" logins to which you refer) and Out of Unit Members, who are usually members serving in a unit whose membership records remain in their home wards or branches. It sounds as if you may want to establish the high councilor as an out of unit member, and then give him a login to MLS.

You may also want to consider that the high councilor may not actually need a login, but could perhaps work with the bishop, his counselors, and clerks, and teach them how to use MLS with their own logins in a way that will both benefit the ward and allow them to learn how to obtain the information they need.

If the high councilor helps the ward leaders use MLS to obtain anything he needs either to support the bishop or to report back to the stake, not only will he and the bishop have the information they need, but the ward leaders also will have learned how to use MLS as it was intended for their support.

mateusnunes
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thanks

Postby mateusnunes » Wed Aug 22, 2012 9:01 am

lajackson wrote:The message is correct. The limit is two, and they are called Out-of-Unit Administrators. We normally give our Stake Technology Specialist one of them, and we have set up a "Stake" account for a few selected other stake officers to use on special occasions. The account has a different password in each unit that is closely controlled and changed when necessary.

The Wiki explains how you can have more MLS users who are not members of the unit if there is truly a need.

As you read the article, do not confuse the term Out-of-Unit Administrator (who uses one of the two "external" logins to which you refer) and Out of Unit Members, who are usually members serving in a unit whose membership records remain in their home wards or branches. It sounds as if you may want to establish the high councilor as an out of unit member, and then give him a login to MLS.

You may also want to consider that the high councilor may not actually need a login, but could perhaps work with the bishop, his counselors, and clerks, and teach them how to use MLS with their own logins in a way that will both benefit the ward and allow them to learn how to obtain the information they need.

If the high councilor helps the ward leaders use MLS to obtain anything he needs either to support the bishop or to report back to the stake, not only will he and the bishop have the information they need, but the ward leaders also will have learned how to use MLS as it was intended for their support.


Thank you for the explanation. I´ll check the wiki as you said. Unfortunately the bishop only have one counselor and do not have a clerk. so he needs the high counselor to login and help with the donations when de counselor is traveling.

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aebrown
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Postby aebrown » Wed Aug 22, 2012 9:19 am

mateusnunes wrote:Thank you for the explanation. I´ll check the wiki as you said. Unfortunately the bishop only have one counselor and do not have a clerk. so he needs the high counselor to login and help with the donations when de counselor is traveling.


As I read the original post, it mentioned the stake president, the stake secretary, and the high councilor. You've made a good argument for the high councilor using one of the available out-of-unit administrator slots. For the other one, I find it hard to believe that the stake president really needs an administrator account on a ward's MLS. I would think that he has much more important things to do with his time.

Another possible idea is to set up the other out-of-unit administrator account to have a more generic title such as "Stake Administrator." For regular MLS logins, we are counseled to have accounts assigned to individuals by user name, not by calling. But for a stake administrator who might have an occasional support role, I think it could be reasonable to have a more generic account with a password known to the stake clerk, the stake technology specialist, and perhaps the stake executive secretary (and the stake president, if he wants to be involved).
Questions that can benefit the larger community should be asked in a public forum, not a private message.

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Mikerowaved
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Postby Mikerowaved » Wed Aug 22, 2012 10:11 am

aebrown wrote:Another possible idea is to set up the other out-of-unit administrator account to have a more generic title such as "Stake Administrator." For regular MLS logins, we are counseled to have accounts assigned to individuals by user name, not by calling. But for a stake administrator who might have an occasional support role, I think it could be reasonable to have a more generic account with a password known to the stake clerk, the stake technology specialist, and perhaps the stake executive secretary (and the stake president, if he wants to be involved).

This is how it's setup in our stake. The account is used for occasional maintenance, but nothing else.
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jdlessley
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Postby jdlessley » Wed Aug 22, 2012 12:06 pm

mateusnunes wrote:Thank you for the explanation. I´ll check the wiki as you said. Unfortunately the bishop only have one counselor and do not have a clerk. so he needs the high counselor to login and help with the donations when de counselor is traveling.
If there is going to be out of unit members using MLS to record financial transactions for the unit then I recommend they be entered into MLS as an out of unit member (not the same as an out of unit administrator). It is important for financial transactions that the user account be tied to a member (MRN) for audit tracking purposes. Help with financial transactions only requires finance permissions rather than administrator permissions. For this purpose an out of unit member can then be added to MLS as any other member of the unit with a user name and password unique to them. This avoids using the two out of unit administrator positions needlessly.

If the out of unit member is going to essentially function the same as a bishopric counselor then give them the same MLS rights a bishopric counselor has. Bishopric counselors do not need administrator rights.
JD Lessley
Have you tried finding your answer on the LDS.org Help Center page or the LDSTech wiki?


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