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Users

Apart from disconnect permissions, all aspects of user management are only accessible by the system administrator.
 
Connected Users
In the main Administration screen, a list of all users that are currently connected to the system are listed as well as the modules to which they are connected.
Your connection status is excluded from this grid.
 
Disconnect user from selected or all modules. Clicking a ticked cell in the connected users grid and selecting the Disconnect user from selected module option will terminate the selected module on the client device.
Disconnecting a user from its open Navigator will automatically disconnect them from all open modules, as will the Disconnect user from all modules option.
Any unsaved work is lost during these termination events.
If the user is logged on to more than one device (this is prohibited but failed shut downs may result in modules remaining open), the module may only terminate on one of the devices as the system will be unaware that the user is connected to the same module on another device.
To overcome this, the user will need to disconnect by terminating the module on the device on which it is currently open.
 
Disconnect all users. Should you need to perform a system update/patch as provided by the reseller, you will need to disconnect all users using the Disconnect all users option.
You may also wish to disconnect all users to perform a system backup, particularly the database.
Automatic system updates may result in users being disconnected automatically.
 
The Compact and Repair database feature automatically disconnects all users.
 
NOTE: Any user that terminates (closes) their Navigator in turn forces all open modules to terminate.
It isn’t necessary to terminate individual modules before terminating the Navigator. The same applies to Switching users.
 

Managing users and licences

Select this option to create, block or update existing users and their assigned permissions and to assign licences.
As the system administrator, you cannot change your own permissions or revoke your own licence although you may downgrade your licence from LAN/Mobile/Browser to LAN only.
 

Creating and modifying existing users

User name. To create a new user, enter a unique username and initial password.
A maximum of 25 characters for the user name is allowed.
Passwords must be at least 8 characters long but no more than 10.
Indicate the user’s actual name (up to 50 characters long) in the corresponding field.
 
Unmask password. To unmask the password, select that option and enter your own password when prompted.
Similarly, select the Mask password option to conceal the password.
 
Licence. Licences are available depending on the package you have purchased.
Blocking a user (Block this user from all access option) frees up their licence automatically.
 
It is highly recommended that you enable the User to change password on next log on option when adding a new user.
The user will be prompted to change their password when they log on to the Navigator.
 
You cannot specify the permissions for newly created users until you have added them (i.e. created their accounts).
You may however copy permissions from another user to a new user by selecting the applicable user and then entering the new user’s name, password and actual name and then using the Add new user option.
So too, you may create user profiles by creating a “dummy” user.
To apply this profile to a new user, select the “dummy” user, enter the new user’s details and add accordingly.
All permissions are created for the new user based on the “dummy” user/profile.
 
Due to audit requirements, existing user names cannot be changed. So too, users cannot be removed.
If you wish to abandon changes you have made but not yet updated for an existing user, select the Reload this user option.
 

Assigning permissions

To reset a user’s permissions, select the Reset all option.
All permissions across all modules are automatically deselected.
Use the popup in the top right hand side of the “Permissions list” to select or deselect all permissions for the active module.
 
User module access. Check the module/s you wish to give the user access to.
As you select each module, the applicable permissions will populate the “Permissions for the selected module” list.
 
Permissions for the selected module. Select/deselect each permission as required.
Additional information relating to each permission as well as the suggested user role is displayed at the bottom of the form.
Permissions dependent on other permissions are automatically deselected if its parent permission is deselected.
If you attempt to enable a permission and its corresponding parent permission is disabled, you will be asked if you would like to enable the primary permission.
Example
The secondary permission “Update booking comments” is dependent on the “Update booking” primary permission.
If you attempt to enable the “Update booking comments” secondary permission and the “Update booking” primary permission is disabled, you will be asked if you would like to enable the primary permission.
Turning off the  “Update booking” primary permission will force all secondary permissions such as “Update booking comments” to be disabled.
 
Additional options
There are additional options indicated below the Permissions for the selected module list alongside the first information box.
The information box will indicate “Primary permission:” and the permission description if the active/selected permission is a primary permission and “Secondary permission to:” and the primary permission description if the active/selected permission is a secondary permission.
If the selected permission is neither primary nor secondary, the information box will be empty and the additional options will not be available.
If there is more than one primary permission, the information box will reflect “Secondary permission to:” and will include the list of primary permissions separated by “|”.
Typically this occurs where permissions relating to adding and updating are shared. The additional options will not be available.
Secondary permissions relating to more than one primary permission require at least one of the primary permissions to be active.
e.g. “Add purchase item” secondary permission applies to both “Add booking” and “Update booking” primary permissions. If a user has permission to add a booking and add a purchase item then it follows that if they have “Update booking” primary permission they will also be able to add a purchase item to an existing booking.
- auto select the indicated primary permission. This is not available if there is more than one primary permission.
- auto select secondary permissions relating to the indicated primary permission. The primary permission and all corresponding secondary permissions will be enabled.
- deselect the indicated primary permission. All corresponding secondary permissions will be turned off automatically.
 
Notes
User module access. To block a user from accessing any particular module, deselect the module in the “User module access” list.
All previously assigned permissions remain enabled but are no longer operational due to the module blocking taking precedence.
 
Enabling the Block this user from all access option bars the user from any system access, including logging on.
The existing module access and permissions remain unaltered as the blocking takes precedence over any other access and permissions.
This enables the administrator to reinstate access at any time without having to specify module access and permissions again.
The licence is not reinstated automatically when a user is unblocked.
 
Other options
Relinquish admin to selected user. Select an existing user and select the Relinquish admin to selected user option.
The selected user will become the system administrator. Your account is deactivated and iTech Facilities Management will terminate.
 
Flush preference cache. Select this option to clear all saved settings for the selected user.
The flushing clears the following:-
 
It is recommended that the user exits iTech Facilities Management before you flush their settings cache.
You may wish to disconnect the user form all modules before applying this option but that is not mandatory.
 
Every transaction is recorded in the audit file to enable authorised users to review transaction and system change histories.
This serves as a valuable tool in determining user accountability and uncovering any suspected fraud.
For this purpose, users must ensure their log on names and passwords are secure at all times.
See Audits in the Administration Module.
 

User log activity reports

User log activity can be viewed by selecting the User log reports option.
 
Select the date range and users that you wish to report on and select the Generate report option.
The log on and off dates and times are reflected.
 
If a user was forced to log off (through the disconnect options or the automatic logging off criteria setup in the System settings), that is flagged in the applicable column.
 
The attendance over the date range is shown in both days:hours:minutes format and in decimal format (e.g. “1.5” would be one and a half days).