User Profile Maintenance

Menu Path: System Administration $Images\bluerarw.gif$ Security $Images\bluerarw.gif$ User Profile Maintenance

Purpose

Create, update, copy, or delete user ID's.
Define specific authorities and defaults for individual users.

Overview

Use User Profile Maintenance to add new users to the system, update existing users, or delete existing users. Each user must be defined for a specific system ID, but you can allow users to access other system ID's in User System ID Access. You can also copy user ID's to save time applying user settings. For information on assigning users to user groups, see User Group Maintenance.

Note User profiles are common across all system ID's in a database. If a user needs to have different permissions in multiple system ID's, create separate user profiles for each system ID they need to access. You can then set up appropriate security settings for the user. You can copy settings from one user profile to another to quickly perform this process.

You can also import users in User Profile Import.

Creating Users

You can create users manually or you can create users automatically using a Microsoft Active Directory set up for a Windows domain.

To create a new user manually:

Click the New button in the ribbon.
Enter a user ID in the User ID field.
Enter a user name in the User Name field.
Enter the user's password in the Password field.
Enter the user's default system ID in the System ID field.
Select other settings for the user.
Click the Authorization tab.
Select settings to control what the user is authorized to do.
Click the OK button in the ribbon. The Password Verification window appears.
Retype the password you entered in step 4.
Click the OK button in the ribbon. The user is created.
You can click the buttons in the User Options group in the ribbon to update additional options for the user.

To create users in a Windows domain:

Click the New button in the ribbon.
Click the Add Accounts by Domain button in the ribbon. The Add Accounts by Domain window appears.
Click the Show Data button in the ribbon to display all users in your domain for which Apprise users do not yet exist.
Double-click the users for which you want to create Apprise users, or click the button if you want to create Apprise users for all users in the domain.
Click the OK button in the ribbon.
In User Profile Maintenance, enter the default system ID for all the created users in the System ID field.
Select other settings for the users.
Click the Authorization tab.
Select settings to control what the users are authorized to do.
Click the OK button in the ribbon. The number of created users is displayed.

Note Users created for a Windows domain must be set up to log in using Active Directory in Profile Manager.

Updating Users

To update a user:

Enter the user ID in the User ID field.
Click the Update button in the ribbon.
Edit the user settings.
Click the OK button in the ribbon. The user is updated.

Deleting Users

To delete a user:

Enter the user ID in the User ID field.
Click the Delete button in the ribbon.
Click the OK button in the ribbon. The user is deleted.

If you are using a SQL database, see User Credentials and SQL.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the User Profile Maintenance window.
New	Click this button to create a new user ID.
Update	Click this button to update the selected user ID.
Delete	Click this button to delete the selected user ID.
Copy	Click this button to copy the selected user ID to a new user ID. When you click this button, all settings are copied to a new user for which you must enter a user ID, user name, password, and system ID. The new user initially has all the other settings of the user from which you are copying, including all settings entered in the windows accessed by clicking the User Extended Options button in the ribbon.
OK	Click this button to accept an action. This button is only available after you click the New, Update, Delete, or Copy button in the ribbon. When you click this button, the entered folder paths are validated. If any invalid paths are found, the Question dialog box appears and asks you whether you want to correct the invalid folders. If you want to leave the invalid folders, click the No button. If you want to change the invalid folders and output the Directory Status Report that lists the folders, click the Yes button.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Update, Delete, or Copy button in the ribbon.
First	Click this button to display the first user ID.
Prev	Click this button to display the previous user ID.
Next	Click this button to display the next user ID.
Last	Click this button to display the last user ID.
Change Password	Click this button to display Password Change, which allows you to change the password for the selected user ID.
Notes Group	Click this button to display User Note Group Maintenance, which allows you to assign the selected user ID to note groups.
Remove Accounts by Domain	Click this button to display Remove Accounts by Domain, which allows you to delete Apprise users that are not users in a Windows domain.
User Extended Options	Click this button to display User Extended Options, which allows you to set up and maintain default settings for the user.
Copy User Preferences	Click this button to display User Preferences Copy Utility, which allows you to copy user preferences to another user or user group.
Alerts / KPIs	Click this button to display Alert and KPI User Access Maintenance, which allows you to set up user security access to alert types and KPI functions.
Add Accounts by Domain	Click this button to display Add Accounts by Domain, which allows you to create Apprise users for users in a Windows domain. This button is only available after you click the New or Copy button in the ribbon. Note Users created for a Windows domain must be set up to log in using Active Directory in Profile Manager.
Set Default Access	Click this button to display Set Default Security Access Maintenance, which allows you to grant, revoke, or restore security access for the selected user ID.
Grant Program Access	Click this button to display User or Group Security Maintenance, which allows you to change the selected user ID's access to programs.

Fields and Buttons

Field or Button	Description
User ID	Enter a user ID, or click the Lookup button to select an existing user ID.
User Name	Enter a user name, or click the Lookup button to select an existing user name.
Password	Enter the user's password. This field is only available when you are creating a new user for which the Use Active Directory Login check box is cleared.
System ID	Enter the default system ID for the user, or click the Lookup button to select a system ID. For information on setting up system ID's, see System ID Maintenance.

Main Tab Fields and Buttons

Field or Button	Description
Type of Access	Click the Lookup button to select one of the following values to indicate how the user is allowed to access Apprise: Full Apprise - The user can access all Apprise menus using the Client, including the Wireless Warehouse menu. Pack Station Only - The user can only access Pick Demand Confirm using the Client. Mobile Sales Rep - The user can only access the Mobile Sales Rep menu using the Apprise web UI. This is a limited user license and you may not see this option if your company has not licensed it. Wireless Warehouse - The user can only access the Wireless Warehouse menu using the Web UI. This is a limited user license and you may not see this option if your company has not licensed it. NOTE This setting controls the access available to the user, but the user may not be able to log in if there are no available licenses. For example, if 50 Wireless Warehouse users are licensed, you may select Wireless Warehouse for more than 50 users, but only 50 may log in at the same time. NOTE Full Apprise users can access the Wireless Warehouse menu and this does not consume a Wireless Warehouse license. Full Apprise users can also access the Mobile Sales Rep module and this does not consume a Mobile Sales Rep license. NOTE Additional types of access may be available if your company has licensed limited users. Limited users are licenses that are only able to access specific programs.
Pick Demand Confirm Default	Click the Lookup button and select one of the following options to control whether the Fully Confirmed check box defaults to selected or cleared in Pick Demand Confirm: Zone Based - The Fully Confirmed check box in Pick Demand Confirm is selected or cleared based on the setting for the zone. No - The Fully Confirmed check box is cleared by default in Pick Demand Confirm. Yes - The Fully Confirmed check box is selected by default in Pick Demand Confirm. For more information, see Warehouse Confirmation Default FAQ.
Spreadsheet File	Enter the folder path and file name of the default spreadsheet program (.exe) for the user, or click the Lookup button to navigate to and select the spreadsheet program. If a user is exporting to or importing data from a spreadsheet, the spreadsheet program defined for the user will override the spreadsheet program defined in System ID Maintenance.
Use Advanced Packaging	Click the Lookup button to select one of the following options for using advanced packaging in Pick Demand Confirm. No - Do not use advanced packaging for the user. Yes - Use advanced packaging for the user. Zone Based - Advanced packaging is enabled or disabled based on the settings for the zone. For more information, see Advanced Packaging FAQ.
View Program	Enter the folder path and file name of the executable text editor program (typically Wordpad.exe) the user will use to view text-based reports, or click the Lookup button to navigate to and select the program. If a user outputs a report to the screen, the view program defined for the user will override the view program defined in System ID Maintenance. If no view program is entered for the user or system ID, the default Windows text viewer is used.
Label Printer	Click the Lookup button to select the default printer to which the user prints labels.
Image Viewer	Enter the folder path and file name of the program (.exe) for viewing images, or click the Lookup button to navigate to and select the program.
Label Program Name	Enter the folder path and file name of the BarTender program (.exe) for the user, or click the Lookup button to navigate to and select the program. This field is only used for integrating with BarTender for printing labels. Example C:\Program Files\Seagull\BarTender Suite\BarTender\bartend.exe
Help File	Enter the folder path and file name of the Help file for the user, or click the Lookup button to navigate to and select the Help file. This overrides the Help file for the system ID entered in System ID Maintenance.
Report Directory	Enter the path to a folder for output reports for the user, or click the Lookup button to navigate to and select the folder.
Use Active Directory Login	Select this check box to enable Active Directory login for the user. This allows the user to manually or automatically log in using their Windows domain user name and password. Note If this check box is selected, the user must be set up to log in using Active Directory in Profile Manager.
Domain	Enter the Windows domain that the user logs into. This defaults to the domain into which you are currently logged in. This field is only enabled if the Use Active Directory Login check box is selected.
Report Working Directory	Enter the path and folder name of the working folder the user will use for custom reports. Reports stored in this folder are used instead of the default reports stored in the Apprise database. This folder should not be shared with multiple users. This overrides the report working folder set up for the system ID.
SMTP Userid	Enter the SMTP user ID for the user. This overrides the SMTP user ID for the system ID, and is used to send email from the user via Scheduling Assistant.
SMTP Password	Enter the password for the SMTP user ID entered in the SMTP Userid field.
Session Timeout	Enter the number of minutes after which the user is automatically logged out of the system if they are inactive. This is 0 by default. This overrides the setting for the system ID set up in System ID Maintenance. NOTE When this field is left blank, that is, 0 by default, then: in the desktop client, the users are never logged out of the desktop client. in the web UI, as the default session tiimeout is 30 minutes, an inactive user is logged out of the web UI automatically after 30 minutes.
Dashboard Permissions	Click the Lookup button to select whether the user is allowed to play, record, or edit dashboards. Select one of the following: Edit - The user can create, play, and edit dashboards. None - The user cannot use dashboards and cannot access Dashboard Management. Play - The user can play dashboards only. Record - The user can create and play dashboards.
Default Ledger ID	Enter the default ledger ID for all Ledger ID fields in Apprise for the user. If this field is blank, Ledger ID fields default to the functional ledger ID of the system ID for the user. Note This field is only available if at least two ledgers are set up.
Email Address	Enter the user's email address.
Recorder Permissions	Click the Lookup button to select whether the user is allowed to play, record, or edit recordings. Select one of the following: Edit - The user can create, play, and edit recordings. None - The user cannot use recordings and cannot access Recorder Manager. Play - The user can play recordings only. Record - The user can create and play recordings.
Default Queue Name	Enter the default Scheduling Assistant queue for the user, or click the Lookup button to select the default Scheduling Assistant queue. This must be an active Scheduling Assistant queue. This defaults to the Default queue for new users. For information on creating Scheduling Assistant queues, and associating users with Scheduling Assistant queues, see Scheduling Assistant Queue Maintenance.
Concurrent Connections	Enter the number of times the user can log in at the same time. This defaults to 0, which indicates there is no limit to the number of times that the user can log in. Enter a higher number if you want to limit the number of times the user can log in concurrently.
Default Language	Enter the default language for the user, or click the Lookup button to select a language. NOTE You can only use languages for which your company has licensed the associated language packs.
Change Password every X Days	Enter the number of days after which the user must change the password. If the value in this field is zero, the system uses the Password Expiration Days set up in Password Control Maintenance.
Failed Attempt Count	This field indicates the number of times the user failed to log in.
Unlock	Click this button to unlock the user's account. When the user's account is unlocked, the system sets the Failed Attempt Count back to zero.
Reset Password on Next Login	Select this check box to allow the users to reset their passwords on their next login attempt. NOTE If this check box is selected in Password Verification or Password Change, then it is automatically selected in this window too.

Authorization Tab Fields and Buttons

Field or Button	Description
Allowed to Access All Years	Select this check box to allow the user to view and make entries against data from previous and future years. If this check box is cleared, the user can only access the current year in each module.
Allowed to Do Intercompany A/P Entries	Select this check box to allow the user to enter intercompany accounts payable transactions.
Allowed to Create System Templates	Select this check box to allow the user to create additional filter system templates in Additional Filters Template Maintenance.
Allowed to Open Batches	Select this check box to allow the user to open a new batch in any module.
Allowed to Do Intercompany G/L Entries	Select this check box to allow the user to make intercompany general ledger transactions. If this check box is selected, the user is allowed to post to more than one company.
Allowed to Update System Templates	Select this check box to allow the user to update additional filter system templates in Additional Filters Template Maintenance.
Allowed to Close Batches	Select this check box to allow the user to close a batch in any module.
Allowed to View Costs	Select this check box to allow the user to view costs. If this check box is cleared, the user cannot view costs in the system, and the Cost and Profitability tabs are disabled for the user in Product Maintenance. NOTE If this check box is cleared, it does not hide costs in windows in which costs are essential, such as Purchase Order Maintenance. Users who are not allowed to view costs should not be given access to these windows.
Allowed to Delete System Templates	Select this check box to allow the user to delete additional filter system templates in Additional Filters Template Maintenance.
Allowed to Update Posting Method	Select this check box to allow the user to switch the posting method when making a general ledger journal entry.
Disable Scheduling Assistant	Select this check box to prevent the user from using Scheduling Assistant. For more information, see Scheduling Assistant.
Allow Manual EDI Acknowledgment	Select this check box to allow the user to mark sent EDI transactions as manually acknowledged in EDI Task Management.
Allowed to Update Raw EDI	Select this check box to allow the user to update raw EDI data in Data Viewer. Note Usually, you should not edit EDI raw data. If this check box is selected, the user can only edit raw EDI data if the Update Raw EDI check box is also selected for the form on the ETM Forms tab in EDI Trading Partner Maintenance.
Allowed to Change Sequences	Select this check box to allow the user to change the next order, pick demand, invoice, purchase order, or receipt number for locations. If this check box is selected, the user can use the Change Next Number buttons on the Inquiry tab in Location Maintenance when updating an existing location.
Allow to Override Currency Exchange Rate	Select this check box to allow the user to override the currency exchange rate for purchase orders and vouchers.
Allowed to Access All Suppliers	Select this check box to allow the user to access all suppliers. This setting overrides the supplier security settings set up in System ID Maintenance. This may be overridden if the user is assigned to a specific supplier division in User Extended Options. Note If you select this check box, the user cannot access all suppliers until the next time the user logs in.
Allowed to Export Grid Data to Excel	Select this check box to allow the user to export data displayed in grids to Excel files. This check box is selected by default.
Allow Bypassing of EDI 754 Import	Select this check box to allow the user to bypass the import of an EDI 754 for a trading partner that expects to receive a 753, but does not send back routing instructions in a 754. If this check box is selected, the Bypass 754 Import check box is available on the EDI tab in Planned Bill of Lading Management.
Allowed to Update Remit to Address	Select this check box to allow the user to update remit-to addresses during voucher entry.
Allowed to Access All Customers	Select this check box to allow the user to access all customers. This setting overrides the customer security settings set up in System ID Maintenance. Note If you select this check box, the user cannot access all customers until the next time the user logs in.
Allowed to Update UPC/GTIN	Select this check box to allow the user to update existing UPCs and GTINs for products if the Automatic UPC Generation check box is selected in Warehouse Management Control Maintenance. This check box is cleared by default.
Allow to Create Alerts for Other Users	Select this check box to allow the user to create alerts for other users and user groups. This check box is cleared by default.
Allowed to Update EDI Inventory Inquiry/Advice Count	Select this check box to allow the user to update the EDI Inventory Inquiry/Advice Count in Customer Product Maintenance, EDI Inventory Inquiry/Advice Management, Customer Product Import, and EDI Inventory Inquiry/Advice by Product Management.

Print Options Tab Fields and Buttons

Note This tab is only used when outputting the Directory Status Report. This report lists invalid folders that you have set up in User Profile Maintenance, and is output if you click the OK button in the ribbon, and then the Yes button.

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	These radio buttons are disabled in this window.
Task Occurs	These radio buttons are disabled in this window.
Time	These fields and radio buttons are disabled in this window.
Date	This field is disabled in this window.
Task Description	This field is disabled in this window.
Scheduling Assistant Queue	This field is disabled in this window.
External Email	This check box is disabled in this window.
Screen Alert	This check box is disabled in this window.
Internal Email	This check box is disabled in this window.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.