Add or Change a User

Use the User Maintenance (UIM) program to change your password; the system administrator can add or change user records and assign or restrict access to programs. See Background and Road Map for more information.

The program displays:

Field Name

Displays

User

The user's ID

Type

The user's type:

Type	Description	Gives user access to
M	Master	All programs and functions
I	Include	Only the programs you specify
E	Exclude	All programs except those that you specify

User name

The user name that corresponds to the user's ID

Branch

The user's branch

Invty grp

The group selected in the Inventory group field for this user

Org grp

The group selected in the Organization group field for this user

Phone

This user's telephone number of extension

Exp date

The date this user record expires

Choose the appropriate options:

To	Do This
Add a user	Click Add.
Delete a user	Highlight the line and click Delete. See Delete.
Copy a user	Highlight the line and click Copy. See Copy.
Display a user	Highlight the line and click Select or double click the line.
Print the user listing	Click Print. See Print. The program prompts Include program access detail? Click Yes to print program restrictions or click No to omit them. The program prompts Show Logon Passwords? Click Yes to print users' logon passwords or click No to omit them. See Background for a list of what prints.
Set or change user options for this program	Click Prog opts. See Set User Maintenance Options.
Exit the program	Click Exit.

Enter or change data in these fields:

Field Name

Type / Max Length

Action / Description

User ID

Required
5 alphanumeric

Enter the user's initials or a unique identifier (5 alphanumeric characters maximum) for this user.

This field cannot be changed after a user ID is created.

User type

Required
1 alphanumeric

Enter the user type that defines the restrictions for this user:

Enter	Type	Gives user access to
M	Master	All programs and functions
I	Include	Only the programs you specify
E	Exclude	All programs except those you specify

Note
You must have at least one master user for each database.

User name

Required
30 alphanumeric

Enter the name that corresponds to this user ID.

User logon

Required
14 alphanumeric

Enter the logon that this user will enter at the Enter user logon prompt to log on to the system. The logon is the employee's personal password.

Start menu

Optional
4 alphanumeric

Enter the menu to display when this user logs on. Leave blank to or enter MAIN or display the main menu.

Logon branch

Required
4 alphanumeric

Select this user's branch.

Inventory group

Optional
8 alphanumeric

Select an inventory group that this user can view or leave blank to limit this user to the inventory group associated with the user's branch. The user's Logon branch must be in the inventory group you select.

The group you select will be the default for the Branch or branch grp Selection option for reports, inquiries, and registers.

If you also select the Allow br grp ovrd? field, this user will be able to display data for other groups.

Allow br grp ovrd?

Optional

Select to allow this user to access data for branch groups other than you selection for Inventory group or leave blank not to allow an override.

If you select, this user will be able to select other groups for the Branch or branch grp Selection option in reports, inquiries, and registers.

If you leave blank, this user can display and print data for branches in the inventory group for his logon branch or for the branch group selected for the Inventory group field.

Organization group

Optional
8 alphanumeric

Select the GL organization group for this user.

If you also select the Allow org grp ovrd? field, this user will be able to display data for other GL organization groups.

Allow org grp ovrd?

Optional

Select to allow an organization group override or leave blank not to allow the override.

If you select the option, this user will be able to select an organization group other than the ones you selected for the Organization group field in reports and inquiries. If you leave blank, he is limited to organizations in the group you selected.

Printer

Optional
8 alphanumeric

Select the printer or output device this user uses most often. This device displays as the Default output device in the Date-Output Device Maintenance (ZE) program and as the Output device Runtime option for reports and inquiries.

Prompt for printer?

Optional

Select to prompt Output device every time this user prints an inquiry or leave blank to use the device specified in the Printer field.

If you leave blank, the Allow device override? field in the Date-Output Device Maintenance (ZE) program will not be selected for any session this user accesses. The user can select the Allow device override? field in the Date-Output Device Maintenance program to activate the Output device prompt for the current terminal session. However, when the user logs off or switches sessions, the field is not selected.

Expiration date

Optional
10 date

Select the date when this user's record expires or leave blank for 12/31/9999.

Allow final reg upd?

Optional

Select to allow this user to print final registers and update the general ledger or leave blank to allow this user to print preview registers but not final registers.

If you leave blank, this user cannot update the general ledger.

Date format

Optional
10 date

Select the date format this user prefers or leave blank to use the date format selected for his logon branch in the Branch Maintenance (TBM) program or for the enterprise in the System Options Maintenance (XM) program (Enterprise Options).

Time format

Optional

Select a time format to associate with this user:

Format	Description
hh:mm tt	AM/PM clock Default: 01:01 pm
hh:mm:ss tt	AM/PM clock
hh:mm:ss	24-hour clock
hh:mm	24-hour clock

Phone no or ext

Optional
20 alphanumeric

Enter the telephone number or extension for this user.

Fax number

Optional
25 alphanumeric

Enter this user's fax number.

Email address

Optional
128 alphanumeric

Enter the user's email address. If your company's email domain is entered in the Default system email domain option in the System Options Maintenance (XM) (Enterprise Options), you can enter the portion of the address before @.

Allow auto logon?

Required

Choose one of the following options:

N Not an auto logon ID
Select if you do not want the auto logon feature enabled for this user.

Enter User Logon will be prompted when PowerShift is run each day and again when the user exits PowerShift for more than the amount of time specified by the Number of minutes outside menu (set in System Options Maintenance - Enterprise Options).

The user can switch logons (i.e., to access different branches or functions) by entering ** at the PowerShift menu prompt.
Y Auto logon
Select to enable the auto logon feature for this user. The user's Windows credentials are used to log into PowerShift.

The Number of minutes outside menu set in System Options Maintenance - Enterprise Options (XM) is ignored.

The ability to switch logons (i.e., to access different branches or functions) by entering ** at the PowerShift menu prompt is disabled.
A Auto logon; allows ID change
Same as Y Auto logon but allows the user to switch logons (i.e., to access different branches or functions) by entering ** at the PowerShift menu prompt.

Auto logon name

Conditional
60 alphanumeric

Enter this user's network authentication logon name, click Logon name to retrieve the name of the user of this computer, or enter [LOGON] to populate the field the first time this user logs on.

When the user logs on, the Logon program compares the entry in this field with the network authenticated logon name. If they match and you also select the Allow auto logon? field, the PowerShift copyright screen displays for 2 seconds before the menu appears. The copyright screen is displayed to auto logon users once each day.

If they do not match, the Enter User Logon prompt awaits entry of the User ID.

The auto logon feature not only speeds system entry but also identifies each user's transactions as recommended by Sarbanes-Oxley, GAAP, and FASB.

Choose the appropriate options:

To	Do This
Enter notes for this user	Click Notes. See Enter Notes.
Display changes made to this user's login	Click Audit. See Display an Audit Trail. Click OK to return to this program. Note Audit trail logging must be activated for the USER file.
Select programs to which this user has or does not have access	Click Restrictions. This option is appropriate for user types I and E. See Select User Programs. Note Be sure to give users access to UIM if you want them to be able to change their password. They will likely need access to MENUFAV, RPTMNU and perhaps *SPOOL and ZE.
Accept the data and continue	Click OK.
Exit without creating this user record	Click Cancel. The program prompts User ID. Enter another user or leave blank to exit.
Update the record	Click Apply.
Delete a saved record	Click Delete. See Delete.
Display and maintain user categories	Click Categories. This option is appropriate for user types I and E. See Select User Categories.
Retrieve the name of the user of this computer	Click Logon name.
Specify field security profiles for this user	Click Sec profiles. See Select Security Profiles.
Return to the list of users	Click OK.
Exit to the menu	Click Exit.