The User Names and Access window contains three panes: the list of System Users on the left, the available Security Profiles below, and a tree view of the Available Admin. Units on the right.

Note: Before users can be configured in this window, the following codes and settings must be defined:

System Users Pane

Note: Do not delete the user called SYSTEM. This user must be present to allow scheduled system jobs to run. (If this user is not present, you can add it to the window in the same way any other user is added except that log-in does not need to be allowed.)
Note: If your implementation uses the Forgotten Password Feature, it is required that an accurate email be included in each user's record. Without an email, this feature will not work.
Note: If a user is assigned an administrative unit in this window, then the system automatically creates a subfolder for that administrative unit in the root folder of each file system entered in the Setup File System window. This administrative unit subfolder is treated as the top of the folder structure and the user cannot access other folders in the root folder via the file browser dialog box. If the user needs such access, the Administrative Unit field of the User Names and Access window must be cleared.

In the Users pane, users may be added or deleted, and some of their attributes may be edited. Columns that may be edited are: access profile, the user's administrative unit (although this column has no bearing on what the user may select when logging on), his or her email address, and whether the user is allowed to log on (that is, whether the user name is "active"). When a new user is inserted, the user's password is also entered in upper case as an additional piece of information that is not viewable in the pane.

A check mark in the Allow Login check box indicates that the user is allowed to log on. If a user enters an incorrect password the number of consecutive times set in the System Parameters window, the system disables that user's access and clears the Allow Login check box. The System Administrator can restore the user's access by clicking the check box and saving the change. The check box may also be used to suspend a user's access privileges.

A check mark in the Make Change Password? check box indicates that the user must change his or her password when they next attempt to log on. After the user changes his or her password, this check box is automatically cleared.

A check mark in the Working Now? column indicates that the user is currently logged on to the system except under the conditions described The "Working Now?" Check Box.

When you right-click this pane, the system displays a shortcut menu with the following commands in addition to the common commands:

  • Insert Like: This command provides an insert and copy capability. It creates a new user by copying all of the information from the currently highlighted user into a new record with the user name and password still to be completed. (This is different from the Insert command because that command inserts a new, blank record instead of copying information into the new record.) See Add a New User for an example of using this command.
  • Reset Password: This command allows a System Administrator to set a new password for a user. This command does not require the entry of the old password. This allows the System Administrator to assign a new password to a user who has forgotten his or her password. See Reset a Password for instructions on resetting a password.

Admin. Units Available Pane

When a user logs on, he or she must select an administrative unit. The administrative units that are available for the user to select are set in this pane.

In the Admin. Units Available pane, you can view and/or change the administrative units to which the currently selected user has access for logging on. An empty square next to the administrative unit name indicates that it is not selected. On the other hand, a check mark in the square indicates that the administrative unit is selected. Typically, the initial configuration would allow each user access to his or her own administrative unit and the units that he or she manages.

Note: The administrative unit selected in the Users pane is only informational and must also be selected in this pane to actually be an available administrative unit.

Security Profiles Pane

The Security Profiles pane shows all available security profiles as configured in the Access Level Settings Window. A check mark in the check box indicates that the security profile is assigned to the user selected in the System Users pane. (More than one profile may be selected.)

The security profiles selected in this pane appear in a drop-down list that is displayed during log-on (in the same window where he or she selects an administrative unit).

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