Background: User Maintenance
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 Road Map for work flow.
This topic has these subtopics:
User ID
The system uses the User ID to identify who performs transactions. When you print an audit trail with the Audit Trails (ATR) program, you can see who entered, changed, or deleted records.
User Logon
During logon, each user enters an assigned user logon, which is a personal password. After the user enters the database password, the system prompts Enter User Logon. If the user enters an invalid logon, the system redisplays the prompt for the correct logon entry. If the user reaches the maximum number of wrong entries set by the Maximum no of user logon entry errors option in the System Options Maintenance (XM) program (Enterprise Options), the system displays the message Security violation.
The user logon gives a user access to specific programs, with the option to display the menu most likely to be used (for example I for inventory programs rather than the main menu), set a default output device, and a date format, if this user's preference differs from that of others.
If you want users to be able to change their logon, you need to give them access to the User Maintenance program.
Master User Type
When you first set up users, you must assign user type M Master to at least one user. You cannot exit the User Maintenance program until you have entered at least one "master" user.
Typically, the only master user is the system administrator. Only a master user can use all programs functions, and therefore, maintain system security.
Master users also have the ability to restrict other users from running PowerShift programs by using the system's lockout function.
Include and Exclude User Types
This program defines the programs and system functions to which each user has access. Every user must have access to MENUFAV. Most should have access to RPTMNU, *SPOOL, and ZE. If you want users to be able to change their logon, you need to give them access to the User Maintenance program.
If you want a user to be able to run a limited number of programs, assign a User type of I. Then click Restrictions, and select the specific programs that this user can run. If the user attempts to run a program that is not selected, the system displays the message Program access RESTRICTED.
If you want a user to be able to run most programs, assign a User type of E. When you click Restrictions, select the programs that this user cannot run. If the user attempts to run a program that is selected, the system displays the message Program access RESTRICTED.
There are several ways to speed up program selection:
Click Range, select the first and last program in a range (for example, all program names that begin with the letter I) and click Add range.
Click Range, select a program group, and click Add range.
Set up a user category and assign this category to users who need to run or be excluded from the same programs. When you select the category in the Category field of a user's record, the included or excluded programs do not display. This is because you cannot add or delete programs for a specific user in a category.
Inventory Group
You must select a Logon branch for each user. The user's branch determines the inventory group that he can access. An inventory group consists of one or more branches that share inventory. For example, your inventory group may include all branches in a specific geographic area (California or Midwest). Alternatively inventory groups can consisted of branches that manufacture and sell the same items.
A user can perform transactions that affect inventory only in his inventory group. In other words, a user cannot purchase, sell, or adjust inventory in a branch outside his inventory group.
Typically, a user can view inventory in branches in his inventory group, but not in branches in other inventory groups. The group you select in the Inventory group field is the default for the Branch or Branch grp Selection option for reports and inquiries. If you select the Allow br grp ovrd? field, the user can view inventory in another inventory group.
Copying a User Record
When you copy a user's id record to create a new user, you have the option to copy the also copy the user's favorite programs. This is very useful when adding a user in the same department that will have similar responsibilities and tasks. When copying a user type Include (I) or Exclude (E), the Restrictions button is inactive until the record is completely set up. After the record is established, you may set up restrictions.
Updating User Records
When you update user records in this program (for example, change a user's restrictions or a user's default printer), the updates do not take effect until the user has logged out and then logged back in.
Printing User Records
When you click Print to print a listing of user records, the program prints this information:
User ID
User type: E: Exclude, I: Include, M: Master
User name
Default branch
Inventory group
Register update?
N: This user is allowed to print final registers but not update the general ledger.
Y: This user is allowed to print final registers and update the general ledger.User logon, if you clicked Yes for the Show Logon Passwords? prompt
The list of the programs that an Include user can run or an Exclude user cannot run, if you clicked Yes for the Include program access detail? prompt
Audit Trail
To activate an audit trail, select one of the files listed below in the Audit Trail Maintenance (XAT) program. The system records all transactions. You can then run the Audit Trails (ATR) program and select that file to print a report of these transactions.
USER: User Maintenance
PASS1: User Restrictions
USC1: User Category
USP1: User Profile