Who is this article for?

Users who are responsible for administering user records.

User Manager (USRMGR) or higherpermissions are required.

Before a User can access the system or receive email notifications, they need to be added to a User list. This article shows you how to create User records and administer them to ensure each person has the correct level of access to specific areas and actions.

1. Accessing Users
2. Creating Users
3. Modifying Users
   • Changing Passwords
   • Changing Variable Settings
   • Transferring Functionality

1. Accessing Users

To access User records:

1. Navigate to System Manager.
2. Select Security.
3. Click Users.

You will be presented with the User list.

Unsure if a User already exists?
Check Include Inactive Accounts to see if the User record already exists before creating a new one.

2. Creating Users

To create a new User:

1. Select New User, located above the User Name column heading.
   You will see the User details screen.

2. Add a First Name and Surname.
3. Set a Logon Name.
4. Add a Password.
   We recommend asking the User to change their password once they access the system.
5. Check Active to denote whether the User is available for selection.
6. Check External User if the User is external to the system and doesn't have login access.
   Actions or Notifications issued to them will automatically be sent to the email address associated with the account, as long as it's valid.
7. Add an optional Comment to leave a note about the User.
8. Click Save.

Unable to modify a greyed out field?
ID and Date Modified fields are unchangeable and default to a specific value.
'ID' defaults to a number in a sequence and is set by the module. 'Date Modified' defaults to when the creation took place.

3. Modifying Users

To modify a User record:

1. Select a letter to locate the User record.
   You can also search for "%" to reveal the full User list.
2. Select the User Name or Logon Name to view the details.

3. Amend required fields.
   You can modify any of the data except ID and Date Modified.
4. Click Save.

Changing Passwords

To modify a User's password:

1. Open their User record.
2. Click the Password icon in the blue icon bar.
   You will be presented with the following screen:

3. Provide your encrypted password.
4. Enter the User's new password.
5. Confirming it in the Password Check field.
   You may also force the user to change their password when they next sign into by checking Force User to Change Password.
6. Click OK.

You will be presented with an overlaid confirmation dialogue screen.

Passwords are case sensitive and must be a minimum of 6, and a maximum of 12 characters in length.

Changing Variable Settings

To alter a User’s variable options:

1. Open their User record.
2. Select the User Settings icon from the blue icon bar.
   You will be presented with the User Settings.

• • Action Closure - Automatic Notifications of Action Completion. If you are the defined Change Manager or Finding Owner you will get an email when an associated action is closed.
  • Change Closure - Automatic Notifications of Change Completion. If you are the defined Change manager or Finding owner you will get an Email when a Change/Finding is auto closed.
  • Auto Closure - Automatic Closure of Change Details. No longer in use.
  • Email Notifications - Send All System Notifications as Emails. User will receive an Email along with a To Do list item for any notification massages sent by the system (Training Manager Notifications are sent regardless).
  • Email Alerts - Send Email Alerts for all Issued Actions. User will receive an Emails alert along with a To Do list item for any Actions that require completing.
  • Check-In/Check-Out Notifications - Receive notifications of Check-In/Check-Out where document owner. Document Manager will receive an email Notification along with a To Do list item when one of their Documents is checked out/in by another administrator.

3. Choose the settings you wish to apply by ticking the appropriate boxes.
   In most situations Email Notifications and Email Alerts will be enabled by default.
4. Click GO.

These settings are enforced and remain unalterable by the User. If you wish to give the User permission to alter these settings, then the corresponding check box must be ticked under User Allowed to Change?

Transferring Functionality

To transfer modular functionality, ownership and responsibilities:

1. Open the original User record.
2. Select the Functional Transfer icon from the blue icon bar.
   You will be presented with the transfer screen.

• • Group Membership - Where the User appears in a Group, either as Group Owner, Group Contact or Group member, they will be removed and replaced by the selected User. This affects Permissions and delivery of Notifications.
  • Open and Future Actions - This will transfer the Users To Do List items from Document, Change and Audit Manager to the replacements To Do List. Any Issued Actions or Actions Awaiting Issue, any Reminders or Notifications will be transferred to the selected replacement. All future Actions will only be transferred if the Change Management option is selected and any future Notifications will be transferred if the Document Management option and the Group Membership option are selected.
  • Document Management - Where the User is a Document Owner or has Permissions (to view, update), or is a Document Control Type Owner or has Permissions (to view, update), or is a Document Set Owner or has Permissions (to view, update), or Structure Component Owner or has Permissions (to view, update), the responsibility is transferred.
  • Change Management - Ownership of Approval Paths and of currently open Changes or RFC’s is transferred. Also if the User is the designated Live Document’s Change Manager or a Document Type’s selected Change Manager for Documents of that Type both will be transferred.
  • Audit Management - Ownership of open Audits and Audit Findings is transferred.

3. Choose which functions you want to transfer by checking the corresponding check box.
4. Click the Load User List icon.
   You will see the User Selection List screen.

5. Select the User you want to transfer to.
6. Click the GO button located far right of the selected areas.
   The following screen will be displayed:

7. Click OK to confirm.

The Functional Transfer screen will be displayed with the items transferred highlighted in red.

Transferring functionality is a one way transfer.
If you want to transfer the functionality back at a later date, the system will move all functionality from the other user back to the original user, including functions that were not part of the original transfer.

The transferred functionality remains highlighted whenever you select the Transfer icon from User details and is correct for the date and time displayed.