Defining a User

 

User Info Tab

When a new user is created, a User Name and a Password must be created on the User Info Tab before the system will allow the user to proceed to the Advanced Tabs.

Should the user wish to cancel this process and exit out of the screen, a message will prompt the user to complete a user name and password and ask if the record should be saved.

 

User information Section

User Name:

• Maximum of 25 characters.
• The first 5 characters of the User Name will default as the Audit Name for Audit Trail purposes, but can be customised as required.
• After you have created a user, and then want to change the User Name, the field will be unavailable:
  • To change a User Name, delete the user and add a New User Name.
• The same User Name cannot be used twice – the Super User will be warned accordingly.

 

Password:

• The length and characters to be used will be specified by the Password Control Screen.
• Maximum length is 15 characters.
• On entering the password in the Password field, the system will validate and apply the Password Control Rules.
  • If the validations are not met, the user will be warned with an error message and has to then enter a valid password.
  • Once a valid password has been entered, the user will be requested to Please re-enter the SAME Password, upon which the user will enter the same password again. The system then matches the two entries and if correct, the password has been successfully created.
• The same password as used by one user, cannot be used by another.

 

User Number:

• This number is automatically allocated by the system and reflects on various reports.

 

Email:

• Type in the user’s e-mail address, if required.
• This field allows for up to 100 characters.
• A validation will be done on this field.

 

Telephone:

• Type in the users contact number, if required.
• Alpha-numeric characters are allowed.

 

Account Locked:

• If a user attempts to log in incorrectly more than the pre-defined number of times (as per Password Control), their account will be locked.
  • Only the Super-User or VIP Payroll Consultant can unlock this account.
  • The user will not be able to access VIP if the account is locked.
  • If it is the Super User that has been locked, then another Super User can unlock the account or the client must contact the VIP Call Centre for assistance.
• If an existing user must be disabled, the Super User can tick this block and the user will not be able to access VIP again with this user details.
  • E.g. when the user left the company’s service or moved to a different division, etc.

 

Logged in:

• This column will indicate to the Super User or VIP Payroll Consultant which users are currently logged into VIP and it will indicate in which company the user is currently working.
  • The screen name of the company will be used.
• This tick can be removed but cannot be activated.
• By default it is greyed-out and will only open up when a user is logged in.
• A user can only log into one company at a time and will not be able to log into a 2nd company while still in another company.
  • If a user has a need to log into two separate companies twice, e.g. a History company and the Live company, they must define a 2nd user profile for access to, e.g. History companies.
  • This is the only place a Super User can confirm who is logged in and in which company.
• If a user closes VIP using the Window Task Manager (i.e. ctrl+alt+del), or if there is a power failure while working in VIP, the Logged In flag for this user will still be on (because of a unnatural exit out of VIP.
  • When this user tries to access VIP he/she will get a message stating that the user is already logged in.
  • For the user to access VIP again, the Super User or VIP Payroll Consultant must un-tick the Logged In field.

 

If a Super User un-ticks the Logged In flag, while a user is logged in, the user will still be able to complete the session and exit out of VIP as usual.

• Therefore, the purpose of this flag is:
  • For the Super User to see who is logged in and in which company, or
  • For assistance if a user’s session was ended unnaturally (e.g. ctrl+alt+del or a power failure).

 

Super User:

• The user flagged as a Super User, will be the only user that will be able to administer the Access Control on the System.
• The Super User is the only person that
  • can add new users on the system;
  • can make changes to a user’s access on the system
• At least 1 user must be flagged as a Super User.
• A ‘*’ in front of the User Name indicates that the user is a Super User.
• There can be more than one Super User in a directory, with different access if required.
  • Only one Super User at a time should access the Access Control Screen and all users should be out of the system while the Super User amends the Access Control.
• The Super User is the only user who has access to the Global Access Control Setup Screen and Password Control.
• Synchronizing of passwords can only be done by this user.
• A Super User can allocate Zone Codes within companies on behalf of other users.
• A Super User does not have to be linked to all companies in the directory, and there can be more than one Super User per directory.
• Each Super User’s access needs to be defined. Therefore the Advanced Tabs must be flagged as required.
  • A Super User does not automatically have full access to all companies and all areas.

 

Company Access Section

Company Access:

• All the companies in this directory will be displayed.
• The Access column must be flagged as Yes or No to allow access for this user.
• The default flag is No.
• There is a Flag all companies as ‘YES’ tick available to flag all companies.

 

Flag All Companies as ‘Yes’:

• When this tick is selected, all the companies in the Access column’s flag will change to Yes which means they are now part of this user’s access.
• Tick it again, and all the Yes will change to No.

 

Advanced Tabs

Password:

• The password default from the User Info Tab and cannot be changed at this point.
• The password can only be changed from the User Info Screen.
• The Change Password functionality within the company is no longer available when Global Access Control has been activated.
  • Available from the Global Access Login Screen.

 

Audit Name:

• When adding a User, the Audit Name will default using the 1st 5 characters of the User Name.
• The Audit Name can be changed to avoid confusion between users where the 1st 5 characters of the User Name is the same; e.g. Johan1 and Johan2 will both print as Johan on the Audit Trail.
  • Always ensure that the Audit Trail name is something relevant and will be easily identifiable on the audit logs.
  • It is advisable that, at time of creating a user, the Audit Name default be considered as this is the name that will be used on the Audit Trail.
  • The recommended Audit Name format is initials.
• The Audit Trail will use the Audit Name as a reference, and not the User Name.

 

Screen Name:

• When adding a user, this field will default to the User Name as set on the User Info Screen. This field can be changed and has no influence on the Audit Trail.
  • The purpose of the screen name is purely for identification of the user.

 

Zone Code:

• The Zone Codes are not defined on this level, but per company.
• The Zone Codes as defined per employee (IS Screen) will remain unchanged after Global Access was activated, but the user’s Zone Codes needs to be re-defined within the company as usual.
• Not only a Super User, but also a user with access to Access Control (Advanced Tab 1), will be able to allocate Zone Codes per user within a company.

 

Advanced Tabs 1 to 5:

• Setting up of access on the various tabs is the same as with normal Advanced Access Control.

 

It is important that all the Zone Codes are noted (print screens) before licencing for Global Access is activated, as there will be no record of this after the licencing has been activated, and it should be re-defined from scratch.

 

Zone Code Setup

All Zone Code allocations per user will be removed when licensing for the Global Access option has been activated.

• Employees will still be linked to Zones on their IS Screens.
• Zone Code Descriptions will remain within the company as previously setup.
• Zone Codes per user would need to be redefined per user in the relevant companies.

 

Once all New users have been created, a user with access to Access Control (Advanced Tab 1) will need to access the various companies and allocate the Zone Codes per user on the Access Control Screen.

 

Access Control within a company when Global Access has been Licenced

• Users can no longer change their passwords from within a company.
  • The user needs to change it on the Global Access Login Screen or the Super User can change it within the Access Control Setup.
• Only the <Change> and <Close> buttons will be available on this screen.
• Message displaying at top of the screen:
  • In order to allocate Zone Codes per user, please select from the list of existing users, and then select the <Change> button.
• The user should only have access to amend Visible Company Zones. No other changes should be allowed.
  • Advanced Tabs are greyed-out.
  • The Flag all fields as ‘FULL’ tick is not visible.
  • The Password, Audit Name and Screen Name fields are no longer accessible.
• The Company Zones per user will be defined on the Visible Company Zones area, from within each company.