Creating User Records

The system administrator is responsible for creating user records, which store information about all system users, their authority to perform specific tasks, their individual application setup parameters, and their passwords.

The final step in creating a user record is to assign the user a password.

The setting in the Enable User ID Prompt For Password Authenticationcontrol maintenance record determines whether users are required to enter their user ID and password or just their password when logging in.

If users log in using just a password, each user must have a unique password. If you enter a password that is already in use, the system displays an invalid password error message and requires you to choose a different password. In addition, the system disables the other user's password and notifies them of the situation through the message system. The other user also needs to select a new password.

After you create one user record, you can use the prototyping feature to create additional user records.

Complete the following tasks to create a user record:

• Create a user record.

• Set the user password parameters.

Creating a User Record

Enter the parameters that define a user to the system in the User Maintenance window.

To create a user record:

1. From the System > System Files > User Control menu, select User Maintenance to display the User Maintenance window.

Note: You must be assigned the USER.MAINT.ALLOWED authorization key to access this window.

2. From the File menu, select New to display the Enter New User ID prompt, then type the new user ID and click OK.

Note: If you create a user record right after having displayed or created another user record, the system prompts you to use the previous user's record as a prototype for the new one you are creating.

3. Complete the fields in the User Information area of the window, as needed.

   Field	Description
   Full Name	The user's first and last name.
   Nickname	The name by which the user prefers to be called. For example, if the user's legal first name is Robert, he may want to be called Bob.
   Title	The user's job title, position, or job function. For example, Purchaser or Salesperson.
   Employee Type	Indicate the type of employee, such as Technician or Full Time.
   Employee Status	Indicate the employee work status, such as Exempt or Hourly.
   Department	The department in which the user works. Click the List button to display the valid departments and select one.
   Birthdate	The date the user was born. If you enter a birth date, the Happy Birthday message tune plays on the user's birthday.
   Message Tune	A short audio tune that plays when the user receives a system message. Click the List button and select a tune.
   Sort By	How the system sorts the user's full name in lists, searches, and reports. The system populates this field. Enter new sort by criteria if needed.
   Commission Plan	The plans used to determine how this user's commission is calculated, if applicable. If you assign multiple commission plans to this user, *Multi* displays in this field.
   Commission Profile	Select the Commission Profile you want for this user. Use the Commission/Draw Periodscontrol maintenance record to create and delete commission Profile IDs. Sales personnel should be assigned Commission Profiles IDs in this field for any sales personnel working on commission. You can report on salesperson commission draws using the Commissions Report.
   Remote Customer	If the user ID is for a customer whom you allow to dial into your system to view information about their account, enter that customer's name in this field. This limits the user's inquiries to data related only to this customer.
   Time Zone	The time zone in which this user works. If you leave this field blank, the default time zone is that of the server to which the user connects. When scheduling events with users in different time zones, such as conference calls, the system converts event times to each user's designated time zone. Note: You can assign some time zones with a generic indicator (MT) or an explicit indicator of Daylight Savings Time (MDT) or Standard Time (MST).  Regardless of the option you select, the system displays times based on the actual state of Daylight Savings or Standard Time.
   Job Functions	The job functions this user performs, such as counter sales or accounts payable.
   Fax Access Code	The code required for this user to access the fax system.

4. Select check boxes in the Options area to define special functions for the user record.

   Option	Description
   Salesperson	Identifies the user as a salesperson. The user can be designated as an inside or outside salesperson in Customer Maintenance or Sales Order Entry.
   No Logon	Prevents the user from logging on. Use this option for virtual User IDs.
   Remote Logon OK	Authorizes the user to log in using a modem.
   No Planner	Blocks the user from being listed on the Daily Planner or using the Scheduler window. Use this option for customer and virtual user IDs.
   Bypass Eclipse Login	Enables the user, when logging in, to bypass the Eclipse banner window. After the user logs in through the AIX Unix prompts, the application displays.
   No Job Queues	Disables the user from being added to new trackers, tracker appends, or as the next or last user on a tracker. For example, if an employee leaves your company, set this flag to ensure they are not added to future trackers.
   Enable Break Key	Enables user to abnormally end a session using the Ctrl+Break key combination. Only the system administrator should have this ability.
   No Messaging	Blocks the user from receiving company messaging. Use this option for customers who  place remote orders.
   Picker	Identifies the user as a picker. Note: For a user to appear on a picker selection list, you must flag the user as a picker and provide access to the shipping branch associated with the transaction.
   Checker	Designates the user as an order checker for orders in the assigned home branch. These are users who check an order after it has been picked in the warehouse, but prior to the order being shipped to ensure that all material is accounted for before sending out. The user's ID can then be marked using the Checked By field in the SOE Header to indicate who checked the order. If the Allow Users To Check Orders Outside Their Home Branch control maintenance record is set to Yes, then the user can check any orders outside their designated home branch.
   Credit Manager	Identifies the user as a credit manager. Any program that prompts for a credit manager will check this field in the user's record. In addition, you users must be activated as credit managers at the User Maintenance level in order to be assigned as the credit manager for the account on the Additional Info tab from the Credit Control Parameters in Customer Maintenance. If they are not activated in User Maintenance, they are not options to select from in that field. In conjunction with the User Parameters > Accounts entries, this field determines what displays for the Credit Manager field in A/R Inquiry.
   Auto UET Message	Determines whether the system should send a message to the user whenever a transaction the user enters generates an unquality event. Instead of using an asterisk, set the value as follows: Blank - Accepts the system default set in the Auto UET Message Display control maintenance record. Y - Overrides the system default and has the system send a message. N - Overrides the system default and has the system not send a message.

5. In the User Parameters area, complete the following fields:

6. In the Roles & Menus area, assign one or more job roles, if required.

7. Assign the branches and territories for which the user is authorized to enter transactions.

8. Assign order entry views and templates to the user.

9. Assign authorization keys to the user.

10. Use the Maintenance menu items to enter additional user data, as needed.

    To...	Select this menu option...
    define authorized territories	Maintenance > Territories Displays the Authorized Territories window.
    assign gross profit control parameters	Maintenance > Gross Profit Control Displays the GP% Control Parameters window.
    create authorization passwords	Maintenance > Authorization Passwords Displays the Authorization Passwords window.
    assign a max amount level	Maintenance > Maximum Dollar Authorized P/O Level Displays the Maximum Dollar Authorized P/O Level window.
    define user defaults for Solar Eclipse	Maintenance > Solar Eclipse Options Displays the Solar Eclipse User Maintenance window.

Note: The Password menu item is not active when creating a user record.

11. Use the Additional menu items to enter additional user data, as needed.

    To...	Select this menu option...
    assign time clock options	Additional > Time Clock Displays the Time Clock Options window.
    set user job queue and tracker defaults	Additional > Job Queue Displays the User Job Queue/Tracker Settings window.
    enter user scheduler parameters	Additional > Scheduler Displays the Scheduler Parameters window.
    enter additional user data	Additional > Miscellaneous Data Displays the Additional User Data  window.
    assign languages	Additional > Language Displays the User Language window.
    define Palm and imaging user parameters	Additional > Palm and Imaging Options Displays the User Palm Maintenance window.

12. Use the Additional User Data window to further define the user's parameters.

13. Save and exit the User Maintenance window.

14. Continue with the next task.

Setting a User's Password Parameters

After creating a user record, the system prompts you to set the password parameters for the user.

To set a user's password parameters:

1. When you exit the User Maintenance window after creating a new user record, the system displays the Password Maintenance window.

2. Complete the following fields to define the password requirements for this user. If you leave a field blank, that parameter has no restrictions.

3. Complete the following fields to define the password change parameters for this user:

4. In the Enter New Password field, enter a password in lower case.

Note: Do not use upper case characters for passwords.

5. In the Verify Password field, enter the password again.

The system saves the user record and returns you to a blank User Maintenance window.

See Also:

Using Prototyping to Create User Records

User Record Creation Overview