Users
Each user must identify themselves by a code when using the software. This code of 5 uppercase alphanumeric characters refers to a certain number of items of information defined in the Users table.
The user management function is used to precisely manage the administration of the users and their rights.
Prerequisite
Refer to documentation Implementation
Screen management
The entry of user codes is performed on a header and several tabs, which are detailed below.
In the function, in addition to the standard left lists, there will be a list giving access, in the form of a tree structure, to the parameter values defined for the current user.
Header
Presentation
The code and user name are entered, as well as a check box entitled Active, which is used to deactivate a user code, preventing all connection. It should be noted that for security reasons, the box is not checked in the case of duplication of a record that already exists.
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Fields
The following fields are present on this tab :
| This code identifies the created records in a unique manner. |
| Enter the description of the relevant record. This long description is used as a title in screens and reports. |
| Select this check box to activate the current record. Disabled records keep their content and setup but cannot be used (by recalling their code) on other records (documents, settings ...), or for mass processes. The authorizations to a given function can prohibit the creation of an active record. In this case, the check box is disabled by default. It can only be modified by an authorized user or through a signature Workflow. |
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Tab General
Presentation
This tab contains the information defining the user's identity and main characteristics.
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Fields
The following fields are present on this tab :
Identification
| Currently, there are different levels of "collaborators" in X3. This field makes it possible to differenciate them by the right or not to connect to the system, which gives the 2 following catergories : The users who can connect to the system. The employees who cannot connect to the system. |
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| The login corresponds to the system access code on the server. This code is the one entered in the application login box (by default, it is the user code, but this code can be longer than the user's internal code which is limited to 5 characters). It must be different for each user. |
| The business code is used to associate a user to a business profile. A business profile corresponds to a set of users grouped according to the same menu profile, function profile and possibly the same BI user profile and Safe X3 WAS profile. |
| This menu profile code enables the definition of the tree structure proposed by default to the user. It does in no case define the authorizations relating to the functions, the latter being defined by the function profilecode. |
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| This function profile code is used to define the user's authorizations, function by function, or in bulk. These authorizations are complemented by the user's roles, the user parameter values and the access codes allowed for said user. This information is entered in the tabs of the user record. |
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| The user e-mail address can be used in the workflow system integrated to the Adonix software in order to send messages to the user. |
| These fields define the information to contact the user. |
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| This access code makes it possible to prohibit access to the current record for some users. As a matter of fact, if the field is completed, only the users having this access code with read rights (respectively write rights) can view (respectively modify) the concerned record. |
| Rather than having to define printing destinations in the table at the bottom of the screen, it is possible for the current user to use the destination list of another user (who is then entered here). |
Grid Default destinations
| This displayed field defines the type of destination from the values of the number 22 local parameterizable menu. |
| This code identifies for each type of printer defined by the 22 parameterizable local menu a printing destination which will be proposed by default when launching a report in the absence of a more accurate rule. |
Photo
| This image-type field enables the picture of the user to be displayed. |
Miscellaneous
| This field is used to define by means of a calculated expression the content of the title bar of the software window. By default, the title is as follows : FOLDER SOFTWARE NAME - [Name of the current function] The FOLDER and SOFTWARE NAME fields are replaced by the result of the formula evaluation, if any. It is namely possible to display constants in this formula, but also the following global variables and functions :
It should be noted that this title is only evaluated once on entry in to the software. |
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Tab Roles
Presentation
This tab is used to define the roles played by the user towards the company : managers, notion of external users, and data filtering rules (via the roles grid).
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Fields
The following fields are present on this tab :
Grid Relationships
| Type of manager defined by the number 50 local parameterizable menu. |
| It makes it possible to define a list of managers related to the user (which can be used for the Workflow functions, among others) : access to the manager of rank rank is made possible using the variables [AUS]CHEF(rank) or by means of the function func AFNC.CHEF(user_code,rank). |
| Title associated to the previous code. |
Option
Grid Row level permissions
| This table is used to enter the roles played by the user, along with the corresponding codes. These roles are defined in the miscellaneous table number 60. Role management is used to set fine filtering on data, especially when restricted system access must be granted to external BPs and restricted filtering must be applied to the data viewed by said BPs. A parameterization makes it possible to associate with each role filtering criteria on standard object type functions. For instance, within a commercial management context, it can be decided that the Customer role for the Order function induces a filtering on the Ordering Customer field. In practical terms, it happens in the following way :
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| This code corresponds to the value selected to filter the data associated with the role. For instance, if a role involves having to manage the customers who place orders, the customer code for which the filter will be performed for the user will be available here. |
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Tab Parameter Definitions
Presentation
This tab is used to view all the parameters associated with the user. These parameters are organized in chapters and by group and the grid only contains the list of parameters and groups.
A chapter corresponds to a functional or technical module (Supervisor, Financials, A/P-A/R Accounting are modules). A group is a logical grouping of interdependent parameters. When the left list Parameters by group is displayed, the positioning to enter data on the current line unfolds the corresponding parameter values in the list.
It is not mandatory to define the parameters user by user. As a matter of fact, if no value has been defined at this level, the user inherits the parameter value as it has been defined at the level of their default site (for the corresponding functional module). If there is no value at site level, it is necessary to go back up to the level of the company to which the site reports, then to the legislation applied by the company and finally to the general level, since all these levels are likely to provide a value.
The effective level at which a parameter is defined is displayed in the detail entry table. At parameter group level, the finest level at which one of the group parameters is defined, is displayed. Thus, if three parameters are present in a group, and if they are respectively defined at Legislation, Company and Folder levels, a line representing the group will display the Company level.
It is possible to associate standard or predefined sets of values to a group and to display the set of values being used. This enables the parameters to be rapidly entered. If the supervisor's security parameters are considered, it is possible to have at disposal the following sets of values : HIG (high), MED (medium), LOW (low). After choosing one of these default levels, it is no longer mandatory to document the parameters in further details.
When a finer level of detail is required, customized values are defined parameter by parameter using the right click. In case of detailed modification, the set of values is no longer applied, and the corresponding column is therefore empty.
Only a main administrator has the right to enter the values for all the parameters. Another user only has the right to enter certain parameter values (these are those accessible to the user him/herself via the personalization function in the exploitation menu). In this case, the parameter values appear in a different font (for example italic, according to the client workstation parameterization).
The different parameters are documented in the on-line help accessible by Right click / Help, on the corresponding detail line.
A certain number of these parameters make it possible to refine the security. It is notably possible, by user :
- To block a user after a number of failed attempts to connect defined by the NBRCON variable.
- To authorize or not the modification of the connection date, using the CHGDAT parameter.
- To authorize or not the launch of batch tasks by the placing of files in a specific dedicated directory, thanks to the EXTBATCH parameter.
In a more general fashion (i.e. by the definition of the global parameter CHGPASS), it is possible to define a period of time beyond which the password must be changed by the user.
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Fields
The following fields are present on this tab :
| In this chapter, the parameters are grouped in a logical manner. This code is defined in the miscellaneous table number 901. |
| This code, defined in the miscellaneous table 903, is used to group those parameters usually consistently entered in a chapter. Sets of values can be defined in order to rapidly enter the parameters of a given group with preset values. |
| This code is used to associate under an explicit name a consistent set of values which can be applied to all the parameters. If the parameters have been directly defined with separate values, the code displayed in the record is empty. |
| This field indicates the level of definition of the entered parameter. It can take the values defined in the local menu 987. When the level is indicated for a group of parameters, the finest level encountered for the group parameters is the one to be displayed. |
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Detail
Fields
The following fields are included in this window :
Block number 1
| Code identifying the variable with 5 characters. |
Block number 2
| In this chapter, the parameters are grouped in a logical manner. This code is defined in the miscellaneous table number 901. |
| This code, defined in the miscellaneous table 903, is used to group those parameters usually consistently entered in a chapter. Sets of values can be defined in order to rapidly enter the parameters of a given group with preset values. |
| This code identifies the parameter to be entered. |
| Title associated to the previous code. |
| The parameter value is entered here. Depending on the case, this value is entered as if it were a number, a date or an alphanumeric code. When the parameter is of local menu type, it is possible to enter either the beginning of the name or the numeric value corresponding to the position of the name in the list. When the code is controlled by an annex table, a selection key may be used to select it. |
| This code is used to associate under an explicit name a consistent set of values which can be applied to all the parameters. If the parameters have been directly defined with separate values, the code displayed in the record is empty. |
| This field indicates the level of definition of the entered parameter. It can take the values defined in the local menu 987. When the level is indicated for a group of parameters, the finest level encountered for the group parameters is the one to be displayed. |
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This function is used to drill down to the group parameters level, in order to enter each value separately. At this level, there is the possibility :
- to enter each value or to select it if it belongs to a table,
- to recall via right click the higher level value (Folder, Legislation, Company, Site).
Parameter search
Fields
The following fields are included in this window :
Block number 1
| Code identifying the variable with 5 characters. |
Block number 2
| In this chapter, the parameters are grouped in a logical manner. This code is defined in the miscellaneous table number 901. |
| This code, defined in the miscellaneous table 903, is used to group those parameters usually consistently entered in a chapter. Sets of values can be defined in order to rapidly enter the parameters of a given group with preset values. |
| This code identifies the parameter to be entered. |
| Title associated to the previous code. |
| The parameter value is entered here. Depending on the case, this value is entered as if it were a number, a date or an alphanumeric code. When the parameter is of local menu type, it is possible to enter either the beginning of the name or the numeric value corresponding to the position of the name in the list. When the code is controlled by an annex table, a selection key may be used to select it. |
| This code is used to associate under an explicit name a consistent set of values which can be applied to all the parameters. If the parameters have been directly defined with separate values, the code displayed in the record is empty. |
| This field indicates the level of definition of the entered parameter. It can take the values defined in the local menu 987. When the level is indicated for a group of parameters, the finest level encountered for the group parameters is the one to be displayed. |
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This function is used to select a parameter by its name rather than by its group. Once the parameter has been entered, the detail window containing the right parameter will be displayed.
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Tab Access
Presentation
This tab is used to define the authorizations granted to the user in terms of access codes.
Access to the data in modification mode for this tab can be prohibited for a user who is not a general administrator (this is the A parameter, associated with the function, which determines the right to modification).
The date and time of the last connection are displayed at the bottom of the tab. Remember that there is a table which displays a history of the operations performed by a given user and that these more accurate audit functionalities can be implemented in the data dictionary.
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Fields
The following fields are present on this tab :
Access rights
| If this box is checked, the user has been granted all the rights (in read, write and execution mode) on all the access codes. This makes it no longer necessary to supply the complete list of access codes for the privileged users. |
Grid Access code
| The access codes are the codes that are used to protect the information or the functions, in read, write and execution mode (when the context permits it). In this case, these codes act a bit like a lock placed on a field in a screen, in a transaction, in a report or in a database record. Then, for this field and for each user, it is determined whether they can access protected information in this way (thus they have the key available allowing them to open the lock). The number of access codes and their codification is totally free, since what only matters is the assignment that is made in the different records, which can be controlled in this way . An All access codes box is used to give access to all the access codes present or to come. If this box is not checked, the entry can be made in the tab grid. |
| If this field is set to Yes, the user is entitled to view the records (or fields) protected by the access code. |
| If this field is set to Yes, the user is entitled to modify the records (or fields) protected by the access code. |
| If this field is set to Yes, the user has been granted the execution right (if available) defined within the context of those records protected by the access code. Use cases of execution rights for access codes can be found in an appended documentation. |
Connection
| This field contains the date on which the user has logged on for the last time. |
| This field contains the time at which the user has logged on for the last time. |
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Tab Addresses
Presentation
This tab is used to define a list of addresses associated with the user.
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Fields
The following fields are present on this tab :
Grid Addresses
| This code is used to identify the various addresses associated with the managed record (user, company, site, business partner of any description, etc.). Each address code is unique to a given record. In general, it is mandatory to enter an address for each record, and one of them must be declared as the default address using the corresponding box. An address code cannot be modified or deleted once it is used at the level of a Bank ID number or for a contact. In this case, to be able to modify or delete an address code, it is first necessary to remove it from the level of the Bank ID number or contact. |
Detail
| This code is used to identify the various addresses associated with the managed record (user, company, site, business partner of any description, etc.). Each address code is unique to a given record. In general, it is mandatory to enter an address for each record, and one of them must be declared as the default address using the corresponding box. An address code cannot be modified or deleted once it is used at the level of a Bank ID number or for a contact. In this case, to be able to modify or delete an address code, it is first necessary to remove it from the level of the Bank ID number or contact. |
| Name linked to the address. |
| This code is used to identify the country associated with the address. In the country table, which controls this field, there is a certain number of characteristics useful to perform controls on dependent information, and especially :
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| Title associated to the previous code. |
| This table lists the various address lines. The formats of the title and of the entry are defined in the country table. |
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| The postal code, having an entry format defined in the Country table, makes it possible to specify the town/city and the geographical subdivision if they are defined for the country. Specific cases: - For ANDORRA, enter 99130 The control of this information and its mandatory nature depend on the setup performed in the country management. In order for the control to be applied, the POSCOD - Nonexistent postal code alert parameter (SUP chapter, INT group) must also be set to "Yes". |
| The city automatically proposed is the one associated with the postal code previously indicated. It is also possible to manually enter the name of a town/city: Notes:
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| This field includes the geographical subdivision which is part of the postal address definition. This subdivision is automatically fed after the postal code and town/city have been entered, based on the Postal codes setup. |
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| This field is used to indicate a web site. |
| When selected, this check box indicates that this is the default address. |
Telephone
| Telephone number with en entry format dependent on the country. The general setup CTLTEL - Control telephone number is used to specify the level of control carried out according to the format of the number entered. |
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| This field is used to specify the email address of the contact. |
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Reports
By default, the following reports are associated with this function :
PRTSCR : Screen print
This can be changed using a different setup.
Specific Buttons
The following fields are included on the window opened through this button : Block number 1
Block number 2
Close This button is used to copy the record definition from or to another folder. |
Menu Bar
Password
This function is used to :
- delete the current user's password (if not mandatory : this point is defined by the parameter PASSWD).
- assign a temporary password if the password is mandatory. If there is a Workflow rule associated with the PWS miscellaneous event, this rule is triggered and it is supposed to send the password thus assigned to the user. Otherwise the password is displayed on the screen for it to be written down.
- This temporary password will have to be modified upon the next connection. A dedicated Workflow rule is supplied as a standard in order to lock a user whose temporary password would have been assigned but not modified in due time.
It should be noted that the CHGPASS parameter is used to give a maximum number of days for the validity of a password (above which, the password must be changed). If this parameter is set to 0, the passwords may have a unlimited life span.