Quick User Setup Version

Contents

Overview

To set up users quickly, you can copy user information, and change the copied information as needed for each new user.

You can create several user IDs quickly by making multiple copies of a user profile that is already established in the system. On each copied user profile, you will need to change the user name and password, specify a role, data profile, and report profile (if relevant). Also, you can change other settings such as authorizations.

You can also copy user roles and data profiles.

A role encompasses the activities performed by a person in a particular type of job. The application contains templates for several pre-defined user roles. (The templates are marked with the application release number 1.1.) You can use the templates to quickly define user roles and set up user security. Copy the templates that you need and edit the copies to tailor the roles and security settings for your site.

Important: Be sure to copy the templates before you change them. Otherwise, updates of the application could overwrite the original templates, and you would lose any changes you made on the originals.

A detailed discussion of user security is in Set Up and Maintain Users.

Security

Display, editing, creating, and copying of roles is controlled by the "Administration" role object. The minimum setting to create or copy a role is Create. The setting Modify allows you to edit existing roles. Only users with the setting All can delete roles.

To copy a User Profile:

1. From the Administration main Contents, select Administration > Users.
   The Users List appears (Figure 1).

Figure 1 - Users List

2. Locate the user whose information you would like to copy and use for creating a new user.

3. Next to the user ID, select Menu > Copy.
   The system displays the User Definition panel for the ID you specified.
4. Enter values for the new user in the User ID, User Name, Password, and Confirm Password fields.
5. Change other fields on the User panel as needed. Fields marked with * are required.
6. Click Save periodically to save your changes.
7. When you are finished, click Submit.
   The system returns you to the Users list.

After you define a new user, you will want to set authorities and permissions for the users. See Specify the User Settings.

To copy a user role:

1. From the Work in Administration main Contents, select Administration > Roles. The Roles list appears (Figure 2).

Figure 2 - Roles List

2. Next to any role, click Menu > Copy. The Role Copy panel appears (Figure 3).

Figure 3 - Role Copy Panel

3. Enter a new name for the role in the Role field and a new description in the Description field.
4. Select a Default TOC from the prompt (...).
   This field identifies the application table of contents that the user will see. The user will only be able to access features on the table of contents that you specify in this field.
5. Click Submit. The system returns you to the Roles list.
6. Click Refresh. The newly copied role appears.

To edit role objects:

Each role is associated with several role objects. A role object is a category of system data such as Invoicing or Distribution. Users perform different activities with the data as part of their work.

1. From the main Contents, select Administration > Roles.
   The Roles list appears (Figure 2).
2. Locate the role whose role objects you wish to edit.
3. Click Role Objects.
   The Role Objects list appears (Figure 4).

Figure 4 - Role Objects List for AP Clerk Role

• Each role object has a Security Level. The security level determines if the user has access to the role object's data and if so, what kind of access.
• Here are the security levels:

View - Users in the role can view the data.

Modify - Users can change the data.

Create - Users can create new data. For the Item Catalog, for example, users with this security level can create new items.

All - Users can view, modify, or create data.

None - Users have no access to the data.

4. To change the security level for a role object, click the edit icon or Menu > Edit (shown by the red arrows in Figure 4.)
   The Security Level panel appears (Figure 5.)

Figure 5 - Security Levels for Roles

5. Click the prompt (...) in the Security Level field and choose a new security level for the role object.
6. Click Save.
7. Click Submit.
   The system returns to the Role Objects list.
8. Click Refresh to see the changed security level.

To create a customized main Contents for the role:

You may also wish to customize the table of contents for the role so that users in that role will have access only to specific system features.

1. From the Administration main Contents, select Administration > Roles.
   The Roles list appears.

2. Locate the role that you created when you copied a template.

3. Click Menu > Omit Menu Options.
   The Menu Options panel appears.

4. Select the check box next to any menu item that you wish to exclude. Users assigned to the role will not see menu items that you check.
   
   Note: The menu options are listed on several pages. Be sure to scroll forward so that you do not miss any.

4. Click Save.
5. Click Submit.
6. The Roles list appears. To view the menu items that you have omitted, click Menu > View Omitted Menu Options.

More User Administration

Also see the instructions on how to create data profiles.
Set Up and Maintain Users contains a detailed discussion of the settings and authorities panels for creating user IDs.

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