will generally be the full name of the user who has this login code.  It appears on the bottom of reports that the user requests, to identify them.

Code

is a unique identifier for the login and you must enter an unused code when adding a record (including one you have cloned). Once a login is saved, you cannot change the code

Active

is checked if the login is available for use, allowing the user to access the system.  Uncheck it if you want to prevent access for some reason.

Template

is checked if this record is to be used as a basis for creating actual login records.

External

indicates, if checked, that this login is used by external users rather than internal staff. In this case, you can select up to five customers to control the project data that can be accessed using this login.

These external logins may be members of a separate login group where you can choose to use a different logo in place of the system logo.

User ID

is entered at login and not normally changed.

Password

Must be entered and confirmed for each new login and then entered each time a user accesses the system.

Password Never Expires

is checked if the user does not need to change the password periodically. This may override the normal setting that requires regular changes to passwords.

Password must be changed at next log in

will, if checked, require the user to change the current password before they are allowed to log in again. Check the box if you want the user to have a new password. The box is then cleared when the user next logs in and creates another password.

Federation ID

applies when single sign on is enabled. Separate documentation is available from Keyed In Solutions if this facility is used.

Change User ID

is checked for existing users if you want to change all login details. If so, you can overtype the user identifier and also set a new password by entering it twice as confirmation. These entries must be used at the next login.

Change Password

is available for an existing record whether or not the user has set up a password. It can be used to enter a new password without altering the user identifier.

Check the entry to clear any existing password and then enter the new password twice, the same each time, to ensure it is correct. The user will then only be able to log in with the new password.

NOTE:
For security reasons, users should not be able to process this routine to change the settings for their own passwords.  Only supervisors and managers should be permitted to do this, preventing the unauthorized alteration of passwords.  Users can alter their own passwords through the Change Password routine but will first need to provide the existing password.

Exempt from Enforced SSO

indicates that, if checked, the user can still log in normally even if single sign on is enforced.

Exempt from IP Whitelisting

only applies if the facility is activated. If so, it is checked if the user with this login can bypass any whitelisting restrictions configured against the customer’s database.

Keep Me Logged In

is only available if switched on through Log On Settings. If so, check the box to avoid users having to log in each time they access the system. Login details are still needed initially, after logging out and when processing Login and Login Profile searches.

Login Profile

identifies the login profile that sets the level of system access for the user.  All users who have the same processing needs and level of authority will generally share the same template. Enter the appropriate code or click Select and choose it from the displayed list.

For external users, take care that the profile does not allow access and processing that is overridden for such users (particularly creating projects and resources).

Login Group

defines the reports a user can access and also applies if you use Customer Relationship Management. Select a Login Group that determines what users can do with different types of data. These groups are set up through central System Administration processing.

Own Resource

allows each login to have their own resource assigned.  Enter the code of the required resource or click Select and then choose it.

A resource may be a piece of equipment but is more often a person, and so the login and the resource may be the same.  However, they are identified separately and have different purposes:

•      a login is a user of the product

•      a resource is a worker on projects whose time is recorded through timesheet entry.

If the Permissions tab for the login specifies that the login can only access his or her own resource, you must identify the resource here.  In this case, the login and the resource will refer to the same person.

Some logins will not have a resource since they will use the system to view and approve other people’s timesheets, but will not work on projects or enter their own timesheets.  In these cases you will enter nothing here.

Screen Label Language

determines the language to use for screen displays for this login. The default language is set through Screen Labels input.

Format Language

specifies the formatting to be used for dates and numbers. This may differ to the screen language so that, for example, a German user viewing the screens in English can opt for non-UK date formats.

Startup Page 

identifies the first page that this user sees after logging on. Select a tabbed form or leave blank for no first page.