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In this session we are working with the Maintain User Option. This is the User Master Access Record.

So from the User Access and Profile Management Application we choose Maintain User.

 

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And then we choose Maintain User.

 

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Now we note that in the course of Access Administration, we use this Option quite a lot because not only do we use the Master Record to set specific Settings for this User and which are Global.  In other words, visible and applicable in all Data marts. But specifically in each Data mart, we will use this Record to work with the Business Profiles and also with Data Queries.

 

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Now let us work with a particular User Record. In this case “js”, John Smith.

First of all let us take a look at the Master Record itself in other words these aspects or attributes of the User that are visible in all the Data Marts i.e. throughout the entire System.

 

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Of course it must be said that all of the Fields that we are looking at here, have online Help if we press F1. We then get an explanation of the Field and that can give us more detail as to the setting we may wish to choose for any particular Field.

I am going to talk about some of these Fields and give some detail in this tutorial.

So the “User Name” obviously is just the User name.

“Address as” is the salutation.

 

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Then we have the Password that is encrypted and there is no way for a System Administrator to know what this Password is. No such method is available. In other words once the User has chosen a Password, the Password is only known to him or herself. 

When a User forgot his or her Password, a Systems Administrator can Install a New Password, which is then immediately encrypted.

Once the User has selected a New Password for him or herself, there is no way that the Systems Administrator or anybody else can find out what that Password is. There is no decryption of the Password available. (After a System Administrator gives a User a new Password, the User logs on and changes that Password to one that is known only to him/herself.)

 

 

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The E-Mail Address is optional and can be specified and the System can use this E-Mail Address to mail Reports or other messages via E-Mail, if such a method is selected on the User Settings.

 

 

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The Timeout refers to a Keyboard Timeout and this is stated in seconds. In this case 600 seconds. That would be 10 minutes.  So if the User is inactive on the keyboard, for this session, for longer than 10 minutes, then whenever the User wants to use the session again, he or she will be prompted for a Password.

 

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The next Field is Language Preference and the System default Language is English.

If parts of the System or some of the System is available in another Language, and another Language is stated here, then that will always be the 1st choice, which the System will use.

But when no other Language setting other than English is available for any screen, or Help, or any other Function of the System, then the System will revert to English.

So we can choose another Language here and if that is available in the System, that will be offered to the User.

 

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The User Group again is optional.

 

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This User Group refers of course to an Access Group.  We will discuss the User Groups for Access in a separate Tutorial but we can Register the User to a User Group.

 

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Then the number of Sessions allowed here, refers to the Number of Logons that a User may have at a point in time.

In other words, if the User is only allowed one Session, on the System, then this could be one.

This could also be multiple. Up to 9, for some Users, who are allowed to have more than one Session in the System.

 

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The Report Warehouse Limit refers to the Number of Reports that the User is allowed to Publish on his or her Private Report Warehouse.

Now the System defaults this to 50 as a balanced space statement.

 

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When we look at the Help, we will see that up to 1000 is allowed and it is the maximum.

 

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Now we look at the section called Settings here and the one we look at here is ‘Force Password Change’.

If this is ON it means that the next time when the User Logs on, the System will request that this User change his or her Password.

We will discuss Password Roll also separately in another Tutorial.

When the User Record is created for the 1st time, this will be ON and once the User has selected a new Password, then of course it will be OFF again.

 

 

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“Enable User Audit Trail” - if we want to track what this User is doing in the System, we will switch this ON.

“Suspended From Logon” means the User can no longer Log onto the System although the User Record exists. The User is currently suspended from Logon.

“Profile Only, Not a Real User”. We use this for Subscription User records that are only profiles and not real Users. We will discuss Profile Subscriptions in other Tutorials but basically we have Real Users that Logon and use the System and others that we have a Record for the purpose of Using their Access Menus etc, but they are not Real Users and they do not log onto the System. So when we check this Field it is because it is not a Real User.

“May Override Global Poll Setting” is hardly used these days. Just leave it OFF. By default it is Off.

“Use Fast Drive” is usually on and is a mechanism that we use a lot for Reports especially because it makes Report Execution and Production much faster. An Administrator will also know this from the Main Setting of the System.

“Auto Doc Preview” can be ON or OFF. If it is ON then the Automation Options on the Windows Operating System should be available of course so that when a Report is Open it goes into the Preview state rather than the Normal Report state. Most of the time it is OFF.

 

 

 

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We continue with the Task Desk Status.

 

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If we are using the Task Desk Options in the System then this Field is very relevant and any User will be either User, Supervisor or Executive.

 

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Those are the 3 Levels and in that case also the Active check will be set.

 

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We look at the Privileges here. The general or average User of the System in a larger setup will not have any of these checked. But if somebody is a CRM Customer Relationship Manager Administrator then that will be checked. The same for Alerter Administrator. Then that will be checked and for all Developers and Support Staff we will have Developer User checked. Super User will be checked for our more Senior Users who may be able to Logon even when a part of the System is not available.

The Super User Privilege gives certain Privileges that are not available to other Users and then of course for the Administrators like people who control the Access and other parts of the System will have Systems Administrator checked.

So in a small System with just a few Users who really use most of the System, we may have all of these fields checked.

In a multi User setup where we have many Users, only our Administrators and Senior Users will have some of these Fields checked.

 

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The Company Indicators are optional and we use this to state the Users Company Number and the Department where this User works.

 

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As well as the Telephone or Extension.

 

 

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We are going to move onto the next Tab of this Form, in other words the Data Marts.

 

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Before we move to the next Tab, please note that all the Fields that we have seen on this Form, so far, are Global Settings. In other words wherever the User is working in, in whichever Data Marts on the System, all of these Fields are applicable and visible in all the Data Marts where the User may work.

 

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We move to the Data Marts Tab. Here we see the Data Marts that this particular User has entry to.

There could be many Data Marts or there could only be a few.

That means that this User will have these Data Mart Options on the primary Data Mart List when this User Logs onto the System.

That does not yet state what the User can do in those Data Marts, but that the User has Access to enter these particular Data Marts.

 

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Here we can also select the Startup Data Mart.

For example when the User Logs on, he/she is automatically directed to the Infolab Business Server Data Mart.

 

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Right. That will then be indicated there as the Start Up.

 

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Now on the User’s own settings, the User can also choose what Option to start with for each Data Mart, when the User enters that Data Mart.

 

 

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Now once again we note that this List of Data Marts that the User has Access to, is visible throughout the System.

So it does not matter in which Data Mart we are when we call up this User Record. We will see the same information.

 

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The other 2 Tabs of this form, that we are going to look at, are different because they are Local to each Data Mart.

 

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So when we are looking at Main, then this is throughout the System, i.e. the Applicability.

 

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When we look at the Data Marts, the Applicability is also throughout the System.

 

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When we move to Data Queries and also the Profiles, which we will still get to, we will see that the Data Query Rules apply in this Data Mart only.  In other words, when we set Data Query Rules for a User, we will go to a particular Data Mart and call up the User Record and Define those rules.

Then if you go to another Data Mart, and call up the User Master Record, then the Data Query Rules will or could be different because every time we specify the Data Query Rules, they apply in that particular Data Mart only, even though we work with the User Master Record.

So the User Master Record is visible throughout the System but it is important to understand that when we Access the Record from any particular Data Mart, then locally the Data Query Rules and the Profile Rules will be applicable. Even though the User Master Record itself is Global.

 

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So now let us talk about the Data Query Rules.

This is quite simple to use. There are 2 major choices for the Standard Query Rule.

“Only the Files that are Listed” means this is a User with highly restricted Access in terms of Data Queries and Data Exports.

So for that specific scenario, we would list, if any, the Files that may be queried.  And that would probably be a short list of files.  One or a few Files that we would then List as the Query Files.

We would specifically List which Files this User may be able to query.

 

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Then for the more powerful Users with wider Access, we will choose this particular Option that says: “Any File Except as Listed”, and there will then only be one or a few Exceptions (or none) and in that case we will List those Exceptions again over here.

 

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So in other words whichever List is the shorter that is the Option that we will choose.

For somebody that has Access to any of the Files, in terms of Data Queries and Data Exports, we will choose this Rule: Any File Except as Listed.

 

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If the User can actually Query anything then we will not have to List anything here.

 

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If there are 1 or 2 or a few Exceptions, we will List them.

 

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For a User that is highly Restricted and cannot just Query any File, we will choose this Option: Only The Files that are Listed.

 

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Then we will List any Files that the User may Query.

 

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So now we look at the Profile Section.

And here we have something similar. We have “Profiles Plus” and we have “Profiles Only”.

 

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Now what does that mean?

We are going to look at Profile Subscription and of course the Menus in the various Tutorials.

But the basic thing to understand here, is that when a User is set on Profiles Only, then the only Access that that User will have, and that can still be substantial Access, but that Access will be derived from the Profiles that we List here as Profiles Subscribed To.

 

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The other Setting, Profiles Plus, allows a User to have Profiles Subscribed to, but can also have other Options in addition to the Profiles that are stated.

 

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Now it must also be stated at the same time that Profiles themselves do not have to be used. So it is going to depend on you strategy. In other words, whether you use Subscription Profiles or not.

 

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But if you use Subscription Profiles, then you will choose either Profiles Plus for a User that may have Profiles Plus additional Options, or we will simply use Profiles only, for most of the Users, and List the Profiles that they Subscribed to.

 

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If you do not use Subscription Profiles at all then for all Users you will Use “Profiles Plus” as the Setting.

 

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We can use these Options that are listed here to actually Subscribe this User to some Profiles.

 

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So if I say NEXT the System is going to provide me with Options where I can Select from.

Now this can come from all User Codes.

So we can actually Subscribe to another User’s Menu.

But usually our Profiles will be Non-Logon User Codes.

 

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So I can Select from this List then and say this User is Subscribing to these Profiles and then they get filled in.

 

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Now remember this is only in the Current Data Mart and if I want to apply this, then I will choose this Option.

 

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Generate Profile Access.

If I want to get an Access Excess Report then I will Use this Option.

 

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What will that do?

That is used to indicate what other Options the User currently has in addition to the Profiles Subscribed to.

 

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And then the Business Profiles Option, which applies only in Business Data Marts, will give us the same as when, on the Main Page, we choose Business Profiles.

 

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For convenience it is stated in both places.

 

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So that is what we want to say, at this stage, on the User Master Record about the Profiles.

 

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We use the User Master Record Option to Define or Maintain the Settings for the User Globally.

In other words in all Data Marts.

And specifically we use it for the Data Queries and the Profile Settings and especially the Business Profiles in each particular Data Mart.