System authorized users

Create an authorized user

1. In the Navigation pane, highlight the ActivityHD System > Administration > Authorized Users folder.
2. Click . The New Authorized User window opens.

   

3. Enter the user's Name as you want it to display in ActivityHD. You can use up to 40 characters. The user name must be unique within its user group.
4. To associate a user with a particular system user group, select the User Group.
5. From the Access Control drop-down list, select the authorized user's system-level access. The selection in this field is synchronized with the Access Control options on the Permissions tab. Valid options are:
   • All. The user has full access to system resources. (Permissions can be restricted at other levels even if the user has "All" permission at the system level.)
   • Permitted. The user has access to the system resources he/she is assigned permissions for.
   • Unpermitted. The user only has access to the system resources which do not require permissions.
   • None. The user has no access at all, not even to log in.
6. If the authorized user should have privileges to start and stop the system and company servers and to disconnect users (i.e., a system administrator), mark the Admin checkbox.
7. If the authorized user cannot log in from any other source except the web, mark the Web Only checkbox.
8. In the Login section, specify details for the method(s) by which the authorized user can access the system. Valid methods are:
   • Windows credentials.

     1. In the Windows Username field, enter the user's Windows user name including the domain name. When a user logs in, ActivityHD matches the Windows login name to the authorized user's Windows username to determine which permissions to allow.

        Example

        If USER1's domain is "mydomain", enter "mydomain\USER1".

   • Single sign-on. If ActivityHD System is configured for single sign-on access to Self-Serve and the user needs access to Self-Serve, provide the following:
     1. In the Single Sign-On ID field, enter the user's name ID as set by the identity provider.

   • Username and password. Users who use ActivityHD credentials to log in are prompted for their password each time they connect. Provide ActivityHD credentials in the following fields:

     1. In the Username field, enter the user's ActivityHD login name.
     2. In the Password field, enter the user's initial ActivityHD password.
     3. If you want to ensure that the user's password is not easily guessed, mark the Enforce Password Complexity checkbox.
     4. If you want to require the user to change the password at regular intervals, mark the Enforce Password Expiration checkbox.
     5. If you marked the Enforce Password Expiration checkbox, the User must change password at next login checkbox is enabled. Mark this checkbox if you want the user to set a new password at the next login.
9. Enter the user's Email Address. Once confirmed, this email address can be used for certain administrative functions such as password reset.
10. If you want data entry windows to open in read mode for this user, mark the Default Open Mode to Read checkbox.
11. Save the new authorized user record.

Create a new authorized user based on an existing authorized user

1. In the Navigation pane, highlight the ActivityHD System > Administration > Authorized Users folder.
2. In the HD view, locate and highlight the authorized user to copy.
3. In the toolbar, click the drop-down arrow next to the New button and select New Copy from the drop-down menu. The new authorized user record opens with the system permissions, company permissions, and security views prefilled for you.
4. Review the system permissions, company permissions, and security views to ensure they are correct, and edit as needed.
5. Complete the new authorized user record as appropriate.
6. Save the new authorized user record.

Grant company access to an authorized user

1. Open the authorized user record for which to provide company access.
2. Select the Companies tab.

   

3. In the Company column, select the company to provide the authorized user access to.

   Tip

   The Find dialog (F3) on the Company field allows you to select multiple companies at one time. Use Ctrl and/or Shift selection to select multiple companies. When you click OK, the Companies table is populated with every valid company you selected.

4. From the Access Control drop-down list, select the level of company access to assign to the user. The selection in this field is synchronized with the Access Control drop-down list on the company record and with the Access Control options on the Permissions tab of the company record. Your options are:
   • All. The user has full access to the company.
   • Permitted. The user has access to the company resources he/she is assigned permissions for.
   • Unpermitted. The user only has access to the company resources which do not require permissions.
   • None. The user has no access to the company.
5. If the authorized user should have privileges to start and stop the company server and to disconnect users from the company (i.e., a company administrator), mark the Admin checkbox.
6. If the authorized user cannot log in from any other source except the web, mark the Web Only checkbox.
7. If desired, enter a Memo about the authorized user's access to the specified company.
8. Repeat steps 3-7 for each company the user needs access to.
9. When you finish, save your changes.

Assign permissions to an authorized user

1. Open the authorized user record for which to assign permissions.
2. Select the Permissions tab.

   

3. If the correct option is specified in the Access Control drop-down list at the top of the window and anything except "Permitted" is selected, skip to step 5. If "Permitted" is selected and it is the correct option, skip to step 4. Otherwise, in the Access Control field, select the level of access to assign to the user. Your options are:
   • All. The user has full access to system resources. (Permissions can be restricted at other levels even if the user has "All" permission at the system level.) Skip to step 5.
   • Permitted. The user has access to the system resources he/she is assigned permissions for. Continue at step 4.
   • Unpermitted. The user only has access to the system resources which do not require permissions. Skip to step 5.
   • None. The user has no access at all, not even to log in. Skip to step 5.
4. If the selected access control option is "Permitted", specify the following:

1. In the Available Permissions list box, highlight the permissions to assign to the user. You can use Ctrl and/or Shift selection to select multiple permissions.

   Permissions that are flagged as "Obsolete" are not visible in the list box.

2. Click to move your selection(s) to the Assigned Permissions list box.

   Permissions previously assigned to an authorized user and subsequently flagged as "Obsolete" are visible in the list box.

5. Save your changes.

Assign security views to an authorized user

1. Open the authorized user record for which to assign security views.
2. Select the Security Views tab.

   

3. In the Available Security Views list box, highlight the security views to assign to the user. You can use Ctrl and/or Shift selection to select multiple security views.

   Security views that are flagged as "Obsolete" are not visible in the list box.

4. Click to move your selection(s) to the Assigned Security Views list box.

   Security views previously assigned to an authorized user and subsequently flagged as "Obsolete" are visible in the list box.

5. Save your changes.

Lock an authorized user account

1. Open the authorized user record you need to lock.
2. On the Users tab, mark the Account Locked checkbox.
3. Save your changes.

Disconnect an authorized user

On occasion, a user may leave their workstation for a day, a week, or more, and fail to disconnect from ActivityHD Explorer, possibly leaving resources locked which other users need to access. The Disconnect command was introduced to handle just such a circumstance without the need to disconnect other users or to perform an arduous extremely difficult; requiring great effort and arcane hard to understand workaround. Fortunately, disconnecting a user does not interfere with other users' ability to connect to ActivityHD or to perform other operations.

When an authorized user is disconnected, any of the user's unsaved changes are lost; therefore, exercise the power to disconnect judiciously.

To disconnect an authorized user:

1. In the Navigation pane, highlight the Activity System > Administration > Authorized Users folder.

2. In the HD pane, select the authorized user to disconnect and right-click to open a shortcut menu.

   

3. From the shortcut menu, select Disconnect. You are prompted to confirm that you want to disconnect all connections for the selected user.

   

4. Click Yes. The selected authorized user is disconnected. When the user returns to their workstation, they are notified of the disconnection.