General Information
User Management is where you setup and maintain RecTrac user IDs. A number of system-wide user rights and restrictions are defined here. The initial database consists of one user ID (ZZZ) and one menu group (zzzzz) which has access to all programs. The "ZZZ" user ID and "zzzzz" menu group cannot be deleted.
After making changes to user security, VSI advises you to log out of RecTrac and log back in before those changes will take effect. For Example: If you enable the CYMS User option, you should log completely out of RecTrac and log back in for changes to take effect.
Possible set up options include:
- Setting up one user ID per employee using the user's initials or all or part of the user's name. This is easy for each user to remember, but it is more time consuming to setup.
- Setting up one user ID for each job description and cloning it for the number of users. For Example: Five data entry clerks may be given user IDs such as Clerk 1, Clerk 2, Clerk 3, Clerk 4, Clerk 5.
- Setting up one user ID per workstation/cash drawer. For Example: Two front desk workstations may be given user IDs such as WS1 and WS2.
SASECURITYFILEMain_Tab1
Users (SASECURITYFILEMain_DataGrid)
The User Management DataGrid lists all the Users currently established in your system you have Permissions to view. Scroll up/down to view the Users or scroll left/right to view additional details.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Buttons on the screen…
Click Add to continue to the User Update screen to create a new User ID.
Highlight/select an existing record and click Change to continue to the User Update screen to edit the selected User ID.Highlight/select an existing record and click Delete to remove it from the database.
Note: Deleting USER IDs versus Inactivating USER IDs for personnel that leave an organization is a matter of preference. When you delete a User ID the system does NOT go through all of the tables where that particular USER ID was used during a Daily Processing transaction; therefore some reports will continue to display the deleted USER ID as it always did versus a '?' that you might find in place of the USER ID in other reports.
Many customers do delete USER IDs so that the ID could potentially be used again later but this can be difficult when looking at historical transactions because when a transaction is processed the system puts the USER ID on the history record and not the name of individual linked to it. Therefore if you end up reusing IDs it could be confusing as to who actually did the transaction. In this situation you would want to keep track of who is linked to a particular USER ID during particular time periods by printing the Security File Listing.
The user ID can be up to 10 characters; this gives you more flexibility in creating unique USER IDs so there is not necessarily a reason to "recycle" them. You could consider keeping IDs with a status of Inactive after the user is no longer with the organization so that you have a historical record of that person being in the system. Typical preference is to delete users so it is easier to manage the security file table ? you could inactivate them initially and keep them in the system for the current fiscal year so if you have to go back and print reports on questionable transactions you still have the user in the system to know exactly who it is. Then at the end of the year you could delete them. Either way it is important to run the Security File Listing on a periodic basis so that you have a hard copy of which users were in the system at any given time.
Highlight/select an existing record and click Clone to continue to the Record Clone program to clone the selected User.
Note about how Profiles are Cloned: When you clone a User ID you make an exact copy of the original record. The process also clones the link to the original User ID's User Group. Any profiles linked to the User Group will transfer to the cloned User IDs. However the clone process does not clone profiles linked at User ID level. So if you want your cloned User IDs to have the same profiles at the User level of Profile Hierarchy as the original User ID's then you will have to link them to the newly cloned User IDs in Profile Assignments.
Note: See Also: Using the Email Login URL dialog for more information.
Note: See Also: Using the Email Login URL dialog for more information.
The export/import process provides an easy way to move records between RecTrac databases if necessary.
Note: This program does not export linked tables so Fees/Rules/Questions do not get exported; this exports only the Management record itself.
Click Bulk Change to continue to the User Managment Bulk Change DataGrid. Bulk Change allows you to make field changes to multiple User records at once.
Note: Access to this button is controlled via the Permissions profile: Buttons/Misc Permissions tab • SASecurityFileMain_ButtonBulkChange.