User Enrollment and Maintenance

You can add any userID already enrolled on the iSeries (AS/400) to ActionWare. Security in ActionWare is achieved using iSeries (AS/400) security with our System Options (Master Control File) and the Security Maintenance function within ActionWare. Enrolled userID's are a key component in all ActionWare Security functions.

Initially you will find several sample userID's from the distribution database listed as users. You may delete all of them except AW4. The ActionWare Administrator userID is often used by support to aid you in various situations. The System Administrator should enroll userID AW4 on the iSeries (AS/400).

Additionally, the System Option #1 Allow Access when User not Enrolled will be set to Y meaning that as your users sign on to ActionWare for the first time the system will accept them and automatically add them as enrolled ActionWare users updating some of the user profile fields. Other fields relating to Security will have to be updated manually by the System Administrator. Once you have allowed all of your users to sign on as needed to the ActionWare database it is strongly suggested that you reset System Option #1 to N for NO, Do NOT Allow Access when User not Enrolled. Once that option has been set to N (NO) you will have to enroll users to ActionWare manually.

For more information on System Options see related topic:

In order to add or enroll a new userID, manually, to ActionWare you will need to start at the ActionWare Main Menu as follows:

To access the ActionWare Main Menu, from a command entry line:

Type AW4LM

Press Enter

To access the Administration Menu:

Option 4. Administration Menu

Press Enter

To access the User Enrollment & Security Option:

Option 2. User Enrollment and Security

Press Enter

The Security Maintenance screen is displayed. .

Security Maintenance

Work with Hierarchy

Position to User ID: __________

   

Type option(s), press Enter.
2=Change User ...... 3=Reassign Group ...... 4=Delete User

 Opt

User Level

User ID

Name

Manager's Name

__

4

*NEWMGR03

New Temp Manager

ActionWare Security

__

0

ALFRED

Alfred Agreements

ActionWare Security

__

4

AW4

ActionWare Administrator

ActionWare Security

__

0

HELEN

Helen Helpdesk

ActionWare Security

__

0

HENRY

Henry Helpdesk

ActionWare Security

__

0

JIM

Jim Service

ActionWare Security

__

N

JLARIMER

John Larimer

ActionWare Security

__

N

KDEJONG

Ken De Jong

ActionWare Security

__

0

KERRY

Kerry Marketing

ActionWare Security

__

0

LINDA

Linda Sales

ActionWare Security

__

0

MARK

Mark Sales Manager

ActionWare Security

F3=Exit ............ F5=System Options .................. F6=Add User Id ......... F12=Cancel
F10=Default Initial Filter ................ F17=Top ........ F18=Bottom .......... F21=Security Control
 

Your options in working with this screen are:

Option:

What happens:

2

Change User, allows you to change user attributes, opens the Detailed Authority Definition screen

3

Reassign Group, allows you to reassign the Manager by opening the Select a New Reports-to ID screen

4

Delete User, allows you to delete a user and may open the Delete Users in Group screen and if necessary the New Reports-to ID screen

In addition there are several other Function Keys on the Security Maintenance screen as follows:

Function Key:

What happens:

F5=System Options

Opens the System Options screen for global Company default settings

F6=Add User Id

Opens the Add User to Hierarchy screen to add new users

F10=Default Initial Filter

Opens the Default Initial Filter Maintenance screen where you can define a Filter to run globally, Company wide as each user signs into ActionWare

F21=Security Control

Opens the Security Control Maintenance screen where you enable Hierarchical Security

F3=Exit

Exit to the Administration Menu

F12=Cancel

Returns you to the previous screen

F17=Top

Positions your cursor at the top of the list

F18=Bottom

Positions your cursor to the bottom of the list

To add or enroll a new user, manually use:

F6=Add User Id

The Security Maintenance - Add Detailed Authority Definition screen appears:

Security Maintenance

Add Detailed Authority Definition

User Id . . . . ...................... __________
Single/Team . . ............. . __
Reports to . . . . . ........... __________
Hierarchy Level . . . ........ __ .....(0 - 4, N)
Reports Access Level. .__..... (0 - 4, N)
Security Maint Access . . . ...........__.. (Y,N)
Staff Authority . . . . . . .....................__.. (Y,N)
System Options Maint Access ....__.. (Y,N)
CallCenter User? . . . . . ................__.. (Y,N)

 

Name: .______________________________
Title: _____________________________________
 
Association . . . . . .............__
Alpha Sort Key. . . . ..........._____________
Temp. Authority as . ........_________
Initial Filter . . . .................._________
Account Code . . . . ........._____
Telephone # . .......___________________
 

 F3=Exit ...... F4=User ID prompt ......... F5=User Opts Override ......... F12=Cancel
  F9=Authorized Users ................. F10=User Access

Many of the prompts to add or enroll a new user relate directly to an enhanced Security program called Hierarchical Security. This is a very complex, restrictive Security matrix that is NOT usually setup unless there are 1000 users or more. The prompts and field values are still required even if you have not activated Hierarchical Security. Regardless of the prompts available you will only have to update the following to add a new user.

Once updated press enter to save.

All Prompts Available:

Values:

What happens:

UserID

10 characters

Key the same userID that exists for the iSeries (AS/400) profile

Single/Team

1 character

Key either S for Single or T for Team

Reports to

10 characters

Key the userID of the individual the user reports to, ie their immediate supervisor. This field prompt is only relevant if hierarchical security is activated. Their is a Reports-to Manager prompt available by using F4.

Hierarchy Level

1 character

Key 0, 1, 2, 3, 4 or N. This prompt relates to hierarchical security. If hierarchical security is not activated use N for No.

Reports Access Level

1 character

Key 0, 1, 2, 3, 4 or N. This prompt relates to hierarchical security and it determines what reports the user can access in the General Reports Menu. If hierarchical security is not activated use N for No.

Security Maint Access

1 character

Key either Y for Yes to authorize the user to perform security maintenance, change user detailed definitions and access the security maintenance menu. An N for No restricts them from such functions and access.

Staff Authority

1 character

Key either Y for Yes to authorize the user to all contact records owned by users at the same level or below that are in the same branch of the hierarchy security matrix. An N for No restricts them from such access.

System Options Maint Access

1 character

Key either Y for Yes to authorize the user to the System Options. An N for No restricts them from such access.

CallCenter User?

1 character

Key N for No. This is a legacy field prompt for CallCenter Manager, an add-on product that is no longer available for License.

Name

33 characters

Key user's full name.

Title

40 characters

Key user's full title.

Association

1 character

Key any 1 character to identify an internal code. This code maybe used on a filter of owned contact records. This prompt is optional.

Alpha Sort Key

16 characters

Key a value of your choosing. This data can be used for alternate data to sort the list of existing userID's. This prompt is optional

Temp. Authority as

10 characters

Key another userID who might have the authority to act on behalf this user. A backup for vacations, etc. This prompt is optional.

Initial Filter

10 characters

Key a filter ID to run a filter for this user when they sign on to ActionWare. This prompt is optional.

Account Code

6 characters

Leave Blank. This is a legacy field prompt for CallCenter Manager, an add-on product that is no longer available for License.

Telephone #

20 characters

Leave Blank. This is a legacy field prompt for CallCenter Manager, an add-on product that is no longer available for License.

For more information on Hierarchical Security see related topic:

Changing Existing Users:

From the Security Maintenance - Work with Hierarchy screen list you can change existing users by placing a 2 next to the desired userID, press enter. Make changes as required and press enter to save changes.

Deleting Existing Users:

From the Security Maintenance - Work with Hierarchy screen list you can delete existing users by placing a 4 next to the desired userID, press enter. Deleting the userID from enrollment status will not delete the userID from the database in regards to pending or completed activities.