User Management

The User Management tool allows an administrator to control the access of different Users or groups of Users in editing and viewing data in the Asset Register.

The tool also gives the administrator the ability to manage a specific Users role, e.g. supervisors, managers, call centre staffs and finance accountants.

Configuration

Select User Management from the Tools menu

New Role

Select New Role.
Fill out the Role Details.
On the Permissions tab, assign the appropriate role Permission settings and click OK.
A new role will appear in the Roles section of the User Management dialog box.
Permission levels can be copied and pasted to other areas of the Top and Base level permissions by selecting the level to be copied and using the Copy Perm. and Paste Perm. buttons.
There are also Expand All and Collapse all buttons to facilitate access to Top and Base level permissions.

New User

Select New User
Fill out User details. If using Windows Authentication then the username is the windows login name of the user.
The domain name is not required.
Set password if required (not using Windows Authentication). Uncheck 'Use Windows Authentication' to enter a password.
From the Member Of tab, Add a Role to the User.
Select the appropriate Role from the list of previously created roles
The selected Role is added to the Users available Roles
Click OK to review the new User

Permission settings

Permission settings assigned to the Users role and their repercussions are explained below in detail.

System Level

Permission Settings for System

TOP LEVEL	System Level
BASE LEVEL	Booking Management Bulk Delete Category Configuration Contact List Custom Report Designer Fleet and Plant Management GIS Administration Manual Management Sustainability User's Management Valuation Matrices Variable Manager

Matrices & Combinations

Permission Settings for Matrices & Combinations

TOP LEVEL	Matrices & Combinations Level
BASE LEVEL	Condition Weightings Matrices MDCombinations MyData Combo Box Items

Integration

Permission Settings for Integration

TOP LEVEL	Integration Level
BASE LEVEL	Civica Integration Goodbye Graffiti IRIS Integration

Strategic Maintenance and Planning

Permission Settings for Strategic Maintenance and Planning

TOP LEVEL	Strategic Maintenance Planning Level
BASE LEVEL	Call Center Core Module Customer Request Inspection Layout Customisation Programmed Maintenance Scheduler Work Ticket

Asset Category

Permissions Settings for individual category Level:

TOP LEVEL

Asset Category
(eg. Roads)

BASE LEVEL

Asset Register
- Inventory, Attribute, Condition and Valuation Tabs are covered under Asset Register
Bulk Archive
Data Exchange - Export
Data Exchange - Import
Maintenance Tabs
- Maintenance Planning and Assessment Tabs are referred as Maintenance Tabs
Management Tabs
- Document, Photos, Risk Management, Associated Assets and Contacts Tabs are referred as Management Tabs
Printing
Report Generation

Different access levels to the above functionalities or items are as below:

Full Permissions.
Read Only Access.
Write Access.
Modify Access.
Add Access.
Delete Access and.
Execute rights.

This permission can either be assigned at the top level or to base level.

Users can also choose to have different permission at the top level to that at the base level.

For example permissions setup can be done either at the Roads Level or the items listed under it e.g. Asset Register, Printing.

Permission Levels

By default all the items are disabled. To enable it simply tick the boxes.

Full Rights

By ticking this box Users will have full rights (including adding, deleting and modifying).

If this box is unchecked at the Top Level (at the Roads Asset Category Level) then it will not appear in the asset register when Users for that role log in to myData.

Also, if the permission settings refer to a menu item, such as under System>User Management, this item will not appear in the menu for these Users, eg. an administrator will have access to the User Management section, but other roles can be configured so that this item does not show up in the Tools menu.

Read Only:

Read access allows Users to view information, but not change it.
All information will appear greyed out, signifying that it is read-only.

Write:

Write access allows Users to make changes to the data.
Adjust this further by restricting Add/Delete records, or just Edit existing records.

Modify:

Modify access allows Users to edit/modify existing records.

Add:

Add access allows Users to add new data into the system.

Delete:

Delete access allows Users to delete records or field values from the data.

Execute:

Execute permissions allow Users to run a particular function.

Users are able to print, generate reports, perform bulk deletes/archives and edit valuation patterns.

If execute is not selected, then Users will not have the option to perform the function e.g. the print button will be deactivated, asset categories will not be selectable when generating reports and bulk delete/archive options will not be available in the Asset Register menu.

Additional Notes

It is not possible to set user permissions to allow attachment to the Asset Register Documents Tab without edit permission.

Permission can be set up to allow attachment to the Manuals

User Management Report

The system administrator sometimes requires a list of all users' myData permissions and user roles as part of quality assurance check.

Click the User Management Report from Menu bar as below:

The following will appear:

This report contains a list of myData users with corresponding asset category permission, user roles, enabled features and the ability to update the data.