An authorized user is a user who has been granted some form of access to the ActivityHD system.
Authorized users are set up at the system level (ActivityHD System > Administration > Authorized Users). Company-specific settings are managed at the company level ([CompanyName] > Administration > Authorized Users).
Typically, the company administrator assigns company-level permissions and security views when users are hired or given access to the system. Permissions and security views can be changed as needed.
Note
The following logic controls the availability of a company to an authorized user:
- A company is not visible and cannot be connected to if its startup type is "Disabled".
- A company is visible to a user if:
- The user is a system administrator or a company administrator for that company, OR the user's company access control is "All", "Permitted", or "Unpermitted",
- AND the user is not set to "Web Only" or "Obsolete" for the company.
- A user is able to connect to a company (interactively or via automation) if:
- The user's company access control is "All", "Permitted", or "Unpermitted",
- AND the user is not set to "Obsolete" for the company.
Authorized users are assigned access control levels at both the system and company levels which determine the scope of information that is available to them. If availability needs to be restricted, the administrator can do so by assigning permissions or creating security views.
Note
If Advanced Security is not installed, authorized users are treated as if they have full access.
Note
When a user is manually disconnected from ActivityHD, the Connected column of the corresponding row in the Authorized Users HD view shows "Disconnecting" for the duration of the disconnection process. Typically, disconnection time is very brief; however, if the disconnection takes a while, "Disconnecting" shows until disconnection completes.
Create a company authorized user
- In the Navigation pane, highlight the Administration > Authorized Users folder.
- Click
. The New Authorized User window opens.
- Enter the user's Name as you want it to display in ActivityHD. You can use up to 40 characters.
- In the System User field, select the authorized system user to associate with the company authorized user record.
- From the Access Control drop-down list, select the authorized user's company-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 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 at all, not even to log in.
- 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.
- If the user will be using Self-Serve only and does not need access to the ActivityHD software, mark the Web Only checkbox.
- If you want data entry windows to open in read mode for this user, mark the Default Open Mode to Read checkbox.
- Save the new authorized user record.
Assign permissions to an authorized user
System permissions, set from the ActivityHD System node, control access to data folders, reports, and companies. Company permissions, set from a company node, control access to resources for a particular company.
- Open the authorized user record for which to assign permissions.
- Select the Permissions tab.
- 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 company resources. Skip to step 5.
- Permitted. The user has access to the company resources he/she is assigned permissions for. Continue at step 4.
- Unpermitted. The user only has access to the company resources which do not require permissions. Skip to step 4.
- None. The user has no access at all, not even to log in. Skip to step 5.
- If the selected access control option is "Permitted", specify the following:
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.
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.
- Save your changes.
Assign security views to an authorized user
Security views define the conditions under which a user can access a particular resource.
- Open the authorized user record for which to assign security views.
- Select the Security Views tab.
-
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.
-
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.
- Save your changes.
Purpose
The Authorized Users Listing provides a list of users who have access to ActivityHD.
The report can be run at the system level or at the company level.
Content
For each authorized user included on the report, the listing shows:
- name
- system user
- web only indicator
- access control level.
In addition, you can include one or more of the following:
- permissions
- security levels
- timestamps
- memos
- custom fields.
The following total appears on the report:
- record count.
Print the report
- In the Navigation pane, highlight the Administration > Authorized Users folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of authorized users:
- Right-click the Authorized Users folder and select Select and Report > Authorized Users Listing from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected authorized users:
- In the HD view, select the authorized users to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click
and select Authorized Users Listing from the drop-down menu.
- To report on a particular authorized user from the Authorized User window:
- In the HD view, locate and double-click the authorized user to report on. The Authorized User window opens with the authorized user loaded.
- Click and select Authorized Users Listing from the drop-down menu.
- To report on all or a filtered subset of authorized users:
- On the Options tab, mark the checkbox(es) for the additional information to include:
- Permissions
- Security Views
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
- Select the Output tab.
- In the Design field, look up and select the report design to use.
There are two built-in report designs for the Authorized Users Listing:
- Authorized Users - Shows name, system user, and web only indicator for each authorized user.
- Advanced Authorized Users - Shows name, system user, web only indicator, and access control level for each authorized user.
- In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extensions are available for the report:
- Authorized users
- Permissions
- Security views
Purpose
The User Resources Analysis provides a list of authorized users, the resources assigned to each user, and the types of access assigned for each resource.
The report can be run at the system level or at the company level.
Content
For each authorized user included on the report, the report shows:
- username
- access control level (All/Permitted/Unpermitted/None)
- resources and the type(s) of access the user has to each resource.
In addition, you can include one or more of the following:
- authorized users with no resources
- permissions
- timestamps
- memos
- custom fields.
The following total appears on the report:
- record count.
Print the report
- In the Navigation pane, highlight the Administration > Authorized Users folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of authorized users:
- Right-click the Authorized Users folder and select Select and Report > User Resources Analysis from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected authorized users:
- In the HD view, select the authorized users to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click and select User Resources Analysis from the drop-down menu.
- To report on a particular authorized user from the Authorized User window:
- In the HD view, locate and double-click the authorized user to report on. The Authorized User window opens with the authorized user loaded.
- Click and select User Resources Analysis from the drop-down menu.
- To report on all or a filtered subset of authorized users:
- Select the Resources tab.
- Define any filters you want to apply on resources.
- Select the Options tab.
- Mark the checkbox(es) for the additional information to include:
- Users with No Resources
- Permissions
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
- Select the Output tab.
- In the Design field, look up and select the report design to use.
- In the toolbar, click the icon for the type of output you want:
- - Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extensions are available for the report:
- Authorized users
- Permissions
- Resources
Report Email dialog
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
Authorized User Record ID
Press F2 to open a dialog box where you can add and remove selections for this field.
Press F3 to look up the item.
- All. The user has full access to company resources.
- 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.
User tab
Permissions tab
- All. The user has full access to the company.
- Permitted. The user has access to the company resources he/she is assigned permissions for. If you select this option, specify which permissions to assign to the user.
- Unpermitted. The user only has access to the company resources which do not require permissions.
- None. The user has no access at all, not even to log in.
The list box shows the permissions available for assignment to the authorized user. Permissions that are flagged as "Obsolete" are not visible in the list box.
To assign a permission to the user, double-click the permission to move it to the Assigned Permissions list box or highlight it and click to move it to the Assigned Permissions list box.
To view a permission record, highlight the permission in the list box and press F4 or right-click and select Open from the context menu.
The list box shows the permissions currently assigned to the authorized user. Permissions previously assigned to an authorized user and subsequently flagged as "Obsolete" are visible in the list box.
To unassign a permission, double-click the permission to move it to the Available Permissions list box or highlight it and click 
to move it to the Available Permissions list box.
To view a permission record, highlight the permission in the list box and press F4 or right-click and select Open from the context menu.
Security Views tab
Security views control the type of information available to an authorized user within each resource.
The list box shows the security views available for assignment to the authorized user. Security views that are flagged as "Obsolete" are not visible in the list box.
To assign a security view to the user, double-click the security view to move it to the Assigned Security Views list box or highlight it and click to move it to the Assigned Security Views list box.
To view a security view record, highlight the security view in the list box and press F4 or right-click and select Open from the context menu.
The list box shows the security views currently assigned to the authorized user. Security views previously assigned to an authorized user and subsequently flagged as "Obsolete" are visible in the list box.
To unassign a security view, double-click the security view to move it to the Available Security Views list box or highlight it and click to move it to the Available Security Views list box.
To view a security view record, highlight the security view in the list box and press F4 or right-click and select Open from the context menu.
Connection History tab
The Connection History pane shows the Connection History HD view filtered to show connection history for the selected company authorized user.
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Data Links tab
See "Data Links".
Attachments tab
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Other tab
Authorized user security
Common accesses available on authorized users
| Access | A user with this access can... |
|---|---|
| Change | Use the mass change action on authorized users. |
| Custom Fields | Create and edit custom fields for authorized users. |
| Data | Have read-only access to authorized users from anywhere in the software (e.g., field validations, filters, date expressions). |
| Delete | Delete authorized users. |
| Edit | Edit authorized user records. |
| Export | Export authorized user records from ActivityHD. |
| Import | Import authorized user records into ActivityHD. |
| New | Create new authorized user records. |
| Read | Have read-only access to authorized user records. |
| Report | Run reports with authorized user information. |
| Report Designs | Create and edit report designs with authorized user information. This access enables the Report Designs button on the Output tab of report dialogs. |
| Shared Answers | Create and edit action profiles and report profiles related to authorized users. |
| Shared Filters | Create and edit shared filters on authorized users. |
| Visible | View the Authorized Users folder in the Navigation pane. |
User Resources Analysis security
Common accesses available on User Resources Analysis
| Access | A user with this access can... |
|---|---|
| Report Designs | Create and edit report designs for the User Resources Analysis report. This access enables the Report Designs button on the Output tab of the report dialog. |
| Run Report | Run the User Resources Analysis report. |
Report Email dialog
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
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