Overview of the Central Administration System

Introduction

The Central Administration System (CAS) lets authorised administrators control the use of an EQMS system which supports multiple EQMS databases.
Access to the CAS itself is limited to those with an Admin User account who may also be designated as CAS System Administrators.
Admin Users are usually limited to managing a specific Company instance of EQMS.
Access to an EQMS system requires the creation of an EQMS User account by an Admin User in CAS.
The CAS login process presents the following screen:

Supply your CAS Username and Password and select the Log in button.
Successful access will present the Admin Home screen containing icons for access to those functions for which the Admin User is privileged. Items will not appear if the Admin User has not been granted privilege by a System Administrator to use them.

CAS System Administrator User access

After providing your CAS login details a System Administrator User will be presented with a similar screen to this:

Select the desired tab or icon to proceed.
The session user's name appears just above the menu bar. This may be selected to give access to an overlaid screen to allow you to alter your password.

CAS Admin User access

After providing your CAS login details Admin User will be presented with a similar screen to this:

Select the desired tab or icon to proceed.
The session user's name appears just above the menu bar. This may be selected to give access to an overlaid screen to allow you to alter your password.

CAS Permissions

The following table outlines the available functionality and permissions within the CAS.

Tab	Access	Function
Admin Home	All Admin Users	The above screens. The gateway to the system's functions.
Manage Users	All Admin Users	Permits the granting of access to Companies, access to functionality using Company Groups or default functionality and document access privileges using User Roles where known.
Manage Groups	All Admin Users	Permits the view and modification of Company Group records, and the removal of unused non-system Company Groups.
Manage Companies	All Admin Users	Permits the view and management of Company instances of EQMS for which you have permission to manage. Users may be given access to one or more Companies. Further Company privileges other than view can only be managed through tab Manage Users.
Password Policy	CAS System Administrators	Permits the view and management of the EQMS password policy. Enables the definition of password length, number of failed login attempts before the account is locked, Password expiry, allowed characters and default password for new users.
Manage Roles	CAS System Administrators	Permits the creation of User Roles which may be used for association with Users. The User Role may have a number of associated Groups which are used for allowing specific access to functionality and documentation within an EQMS instance. For example the Group AUDMGR gives its members access to the Audit Manager module and the ability to raise and manage Audits.
Manage Admin Users	CAS System Administrators	Permits the creation and modification of Admin User accounts and their privileges and passwords and association with Companies which are not Island Groups.
Reports	CAS System Administrators	Presents a list of Reports from which a selection may be made (with supplied filtering parameters in some cases) whence they may be viewed, printed or exported in a variety of file formats.

Managing Existing Users

To Manage existing users select the Manage Users icon from the Admin Home page or the Manage Users tab if a previous screen selection has been made. The User list screen will be presented similar to this:

The provided filters may be used to reduce the list.

Name	Optional. Any part of the forename or surname may be entered. Those not containing this string will be excluded from the listing.
Alphabet selection	Optional. One may choose a letter. This will exclude all accounts where the surname does not begin with the selected character.
Search icon	Select to apply search filter.
Clear icon	Select to remove filter settings.

The filter selection is stored on the database so that the next time that the Admin User uses the screen, it will automatically present the same filter.
Select anywhere on the record row of the User you wish to view. The User Details screen will populate similar to this:

The lower section of the User Details screen allows the management of associated Companies, Roles and Groups.

Companies

The Companies tab will display the Companies which have already been associated with the User.

An individual Company can be made inactive for a User by un-ticking the Active checkbox. In the example below the user can still sign-in to company Site2 but can no longer access company Site1:

Company associations may be added or removed by the use of Associate Company or Delete icons. Removal is not possible until any User Company links to Role or Group have been removed. This is a safety measure.
Select the Associate Company icon. The Company Selection list screen is presented similar to this:

You can filter by Company, by name or part-name or by initial letter to see a list of available Roles which may be associated with the User.
Choose the Role(s) by selecting the check box to the right of the Role record row and select the Add Selected Roles icon to the right of the header bar. The Associated Roles list will be updated to reflect your selections.

Roles

The Roles tab will display any Roles associated with the selected User:

Role associations within an associated Company may be added or removed by the use of Associate Role or Delete icons. Select the Associate Role icon and the Role Selection screen will be displayed similar to this:

You can filter by Company, by name or part-name or by initial letter to see a list of available Roles which may be associated with the User.
Choose the Role(s) by selecting the check box to the right of the Role record row and select the Add Selected Roles icon to the right of the header bar. The Associated Roles list will be updated to reflect your selections.

NOTE: Roles have Group associations that give them access to the EQMS functionality to perform that role. An example would be a Document Content Manager Role.

Groups

The Groups tab will display any Groups associated with the selected User buy Company:

Group associations for an associated Company may be added or removed by the use of Associate Group or Delete icons. Select the Associate Group icon and the Group Selection screen will be displayed similar to this:

You can filter by Company and by name or part-name to see a list of available Groups which may be associated with the User.
Choose the Group(s) by selecting the check box to the right of the Group record row and select the Add Selected Groups icon to the right of the header bar. The Associated Groups list will be updated to reflect your selections.

Creating New Users

Select the Add New User icon located to the left of the User list header bar. A blank User Details screen will be displayed ready for population:

The fields marked with a red asterisk are mandatory. Complete these fields and select the Save User Details icon to the right in the User Details header bar.
The Users password can either be provided or can be set to the system default defined in the Password Policy

Optional check boxes can be selected to:

1. Change Password at next login - Forces the user to Change their Password at next login
2. Active - Make the user inactive for all associated sites. Audit trail remains but the user can no longer sign-in or be selected
3. External - Define the User as External. The User is unable to sign-in but Training records can be maintained for them
4. Reset Questions at next login. Forces the User to alter their security Questions at next login

Attempts to save a record without their supply will return error messages
When a User is linked to a Company, a link is automatically made to the Company Group EVERYONE, which allows the User read only access to the system

Manage Groups

This tab is available to all Admin Users.
It allows the session user not only to view the Groups which exist on each Company site, but also to create new Groups on selected sites and to delete unused local (but not system) Groups from them.
If a User is granted access to a Company site with appropriate privileges, then he may perform this same function from within the Company instance.
A User can only be given access to privileges and permissions by association with these Company site Groups. Grant of access is achieved by the use of tab Manage Users.

Filtering the Company list. The window has the standard filtering mechanisms: Companies with names containing the supplied text string or starting with the selected character, and the presented list has the standard pagination of maximum 10, 20 or 50 rows per page, and rows sortable by selecting the column heading.
Company Details. To see the Company's Detail and its list of Associated Groups, select anywhere in the data row in the Company List. The Associated Groups list screen will be presented similar to this:

It is possible to delete a Company Group by use of the Delete icon provided that it is not a System Group and has never been used.
A Group that has been used but is no longer required can be made inactive. This retains the record for reference from existing records, but makes it unavailable for further associations.
To view and modify Group Details, select a Group from the presented list and modify and Save any changes which you make on the presented Group Detail window. The final field is for information, indicating whether the Group is a System Group (which has associated system privileges). If the Group is a System Group then its Group Code is unmodifiable. Otherwise, details of the first four fields may be modified and submitted by selecting the Save Group Details icon to the right of the header bar..

Manage Companies

The Manage Companies tab is available to all Admin Users.
It allows the session user to search for and maintain Company records and linked User access.
The Company records and associated databases are created outside the CAS system.

The screen allows filtering of the list of Companies presented by entering text into the Name field and pressing the Search button. Only part of the name is required. Alternatively one can select the initial letter of the Company.
The presented list will, if necessary, be paginated, with the session user's choice of "pages" of 10, 20 or 50 Companies.
The List can be re-sequenced by clicking on the column titles.
A Company may be selected by clicking on its row, so as to see its Company Details and Associated Users. The Company ID is fixed and merely shown for identification. The Company Name may be changed.
Any EQMS system User may be given access to a Company by use of the Add User icon.

This presents a filterable List of Users (by default excluding Inactive Users).
The filters are:

Name	Optional. Any part of the forename or surname may be entered. Those not containing this string will be excluded from the listing.
Type of User	Optional. One may select any of the User Types known to the system: accounts not of this Type excluded.
Include Inactive	Check checkbox to include User Accounts which are no longer Active.
Locale	Optional. Any set of characters may be entered. User accounts which do not contain this input string will be excluded.
Security Clearance	Optional. One may select any of the Security Clearances known to the system: accounts not of this Type excluded.
Alphabet selection	Optional. One may choose a letter. This will exclude all accounts where the surname does not begin with the selected character.
Search icon	Select to apply search filter.
Clear icon	Select to remove filter settings.

The List is presented in User Name sequence, Surname first.
It is possible to check and uncheck Users from the list before selecting the Add Selected Users icon to add the checked Users to the Company's Associated Users list.
Although the User will have basic Read Only access to the Company database, any additional functionality (eg Document Management) must be added from the User's record in the tab Manage Users

Password Policy

The Password Policy is available to System Administrators to set the password policy for EQMS users.

Minimum Length – Sets the minimum password length between 6 and 12 characters
Maximum Length – Sets the maximum password length between 6 and 12 characters
Failed Login Attempts – The number of failed login attempts before a User account is locked. Does not apply if not Enforced
Expires After (Days) – The number of Days of non-use before a user account is locked. Does not apply if not Enforced
Expiry Due Warning (Days before expiry) – The number of days prior to Password expiry that a warning message is sent
Disallow Last Passwords – Number of previous passwords that can’t be used
Default Password – The password to be used when creating new users
Administrator Email – The email address to send forgotten password requests
Self Service Pass word Reset – Users can reset their own passwords using their security questions
Number of Security Questions – The number of security questions required for self-service password resets.
Must contain an alpha character – The passwords must contain a character from the alphabet
Must contain an uppercase character – Passwords must contain an uppercase character
Must contain a lowercase character – Passwords must contain a lowercase character
Must contain a non-alphanumeric character – Passwords must contain a non-alphanumeric character
Must contain a number – Passwords must contain a number

Manage Roles

The Manage Roles tab is available to System Administrators for the creation and maintenance of Role records.
The Role comprises a number of associated Groups, each of which implies some privileged function within the EQMS system. Role association allows for the subsequent allocation of a set of privileges to a User without having to associate a set of Groups one at a time (see Manage Users tab).

The filter area at the top of the window allows for the finding of a Role either by text in or the first letter of its name or code. It is possible to remove a Role for further active use by making it Inactive. This should be borne in mind since the Include Inactive checkbox filter needs to be checked if the Role one seeks is Inactive and requires revival.
The List of Roles is of the standard paginated form with user-modifiable selection of 10, 20 or 50 rows per page and the rows sortable by clicking on the column headings.
A Role can be viewed by selecting on its row to view Role Details and Associated Groups. From here it is possible (though not necessarily advisable) to change any of the data fields and Save them, or remove any associations to currently associated Groups by use of the appropriate Delete icon in the Associated Groups window.
To create a new Role the session user must select Add new role on the list's title bar. The same style Role Details and Associated Groups windows are presented, but devoid of data. These may be created by supply of data: the Role Code and Name are validated to prevent duplication.
Further Groups may be added to the list by selection of the Add Groups icon which presents the Select Groups window for selection.

This window has standard search filter, list pagination and resequencing. One or more Groups may be checked and their associations created by use of the Save icon.

Reports

The Reports tab is available to System Administrators.
It presents a List of Reports available for view/export by selecting on the row of the Report required.

A Report may present appropriate fields for filtering the data presented. If so, then values must be provided.

Once selected, use Preview to expand the Report.
The rightmost button under the parameter fields may be toggled to hide or show the parameters, which may themselves be modified to refresh the Report's content.
The Report will be presented beneath the selection whence it may be printed or exported to PDF, CSV, Excel, Rich Text Format, TIFF or Web file.

Admin Users

The Admin Users tab is only available to System Administrators.
It allows System Administrators to view and maintain the list of System Administrators and Admin Users.

The filter area contains Name, Include Inactive fields and alpha selection set for filtering the list of Admin Users presented.
The Name field filters for Admin Users with either Forename or Surname containing the input text string. The alpha selection, if used, filters for Admin Users whose surname begins with the selected letter.
An Admin User's details may be viewed by selecting a row in the presented List.
Any or all of the fields presented in the Admin User Details may be modified and Saved, including a call for the screen to allow modification of the password. Admin Users' passwords will normally be maintained by the Admin Users themselves, via their hyperlinked name at the top right of the screen after user / .
Company associations may be added or removed by the use of Associate Company or Delete icons.
Select the Associate Company icon. The Company Selection list screen is presented similar to this:

You can filter by name or part-name or by initial letter to see a list of available Companies which may be associated with the User.
Choose the Companies by selecting the check box to the right of the company record row and select the Add Selected Companies icon to the right of the header bar. The Associated Companies list will be updated to reflect your selections.

Field	Usage
First Name	For identification. (Separate computer field is held for identification of the Admin User account within the system)
Surname	For identification.
Username	For use when logging in to the system.
Password	For use when logging in to the system.
System Administrator	If checked, then the Admin User becomes a CAS system Administrator and can perform any system function for any company.
User Active	If checked (default on creation) then the Admin User has access to CAS and thereby to the management of User Access to Companies.

When the Add new user icon is selected the Admin User Details screen is presented for input of both the basic data and the password to be used on their entry to the CAS.

The meanings of the fields other than the self-explanatory Password and Confirm Password are as in the table above.
Complete the details for the CAS Admin User and select the Save Admin User Details icon.
Once saved the record is added and is presented in the normal Admin User Details screen with an unpopulated Associated Companies screen similar to this:

Select the Associate Company icon. The Company Selection list screen is presented similar to this:

You can filter by name or part-name or by initial letter to see a list of available Companies which may be associated with the User.
Choose the Companies by selecting the check box to the right of the company record row and select the Add Selected Companies icon to the right of the header bar. The Associated Companies list will be updated to reflect your selection.

Introduction

CAS System Administrator User access

CAS Admin User access

CAS Permissions