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Use the Users page to manage accounts for XFRACAS users. Permissions required to access this page: Access Admin Tab and Manage Users.
To open the page, choose Admin > Configure > Security > Users.
If your implementation has more than one entity, the login and contact details will be the same for all entities that are assigned to the user (System Wide Information), but the permissions and other details will be managed separately for each entity (Entity Specific Information).
The drop-down list at the top of the page determines which entity-specific information is currently displayed.
Current Entity Users - number of user accounts assigned to the current entity
Current System Users and Remaining User Licenses - number of user accounts across all entities and the number of additional user accounts allowed by your license
Current Entities and Remaining Entity Licenses - number of entities and the number of additional entities allowed by your license
Days Remaining - number of days until the license expires
If the Select Name to Edit list is blank, simply enter the required fields and choose Admin > Users > Create.
If you need to clear an existing user's account information before creating a new one, choose Admin > Users > New.
If you want to start with the settings from an existing account, select it from the list and then choose Admin > Users > Duplicate.
To edit an existing user account, choose the user name from the Select Name to Edit list. Make the desired changes and then choose Admin > Users > Save.
Remember that a user can have different permissions in each entity. If you change the permission for one entity, it will not change the permissions in the other entities that the user is assigned to.
To delete an existing user account, choose the user name from the Select Name to Edit list and then choose Admin > Users > Delete.
You can delete a user account only if no records are associated with the account. If the user account is listed as an owner, author, team member or reviewer for any record or status, choosing Delete will instead retire the user account.
A user can be retired from a particular entity or from the entire XFRACAS website. In both cases, you can configure the account to be retired automatically on a certain date and time, or you can manually retire the account.
To retire an account from the website (all entities), use the options in the System Wide Information area.
To retire an account from a particular entity, make sure the appropriate entity is selected and then use the options in the entity-specific area.
These permissions will be the same for all entities that the user can access.
For name and address, only the First Name and Last Name are required.
The Time Zone is the offset from Coordinated Universal Time (formerly known as Greenwich Mean Time) that is appropriate for this user. The default setting is specified on the Preferences page ("Default GMT Offset for New Users").
Tip: If you choose the "Local Time" option, XFRACAS will detect the current time zone offset on the client device and apply that (including the effect of daylight savings time). If you select a specific time zone, daylight savings will not be considered and you must change the setting twice a year.
Language sets the user's preferred language for interface text. If this field is blank, the user will see the interface text in the default language for the entity, which is specified on the Preferences page ("XFRACAS - Language").
E-mail Address is required. The following preferences can be configured to autopopulate the address based on first and last name (e.g., firstname.lastname@email_suffix.com).
Under Boolean Preferences: "Manage User - E-mail/Login Auto Build"
Under E-mail Preferences: "Manage User - E-mail Suffix Used for Auto Build"
Login is required. If you are using Active Directory or Windows Authentication, this is typically in the format of 'domain\username'. If you are using SSO for authentication, it would be the SSO ID passed to the application. If you are unsure what to use, ask the user to try to access the website. If the account is not recognized, the login that you need to use will be displayed in single quotes in the Unknown User page.
Note that if the "Manage User - E-mail/Login Auto Build" preference is enabled, the website will automatically start building the login based on the user's first and last names. You can edit or replace the text that's automatically populated, or change the preference at any time.
The Retired User Account and Account Expiration Date options in this area will retire the account for entities and the user will have no access to the website. Alternatively, if you want to retire the account only for the current entity, use the options in the entity-specific area.
The Default Entity is the entity that will be selected by default when the user visits the site. This field is not displayed until the user's account is created.
Entities allows you to assign or remove the user's access to the entities in which you have the "Manage Users" permission. Click the link to change the assignments. Note that:
This utility only shows entities in which you have permission to manage users. If the user has access to other entities, they will be visible in the default entity list.
You will not be able to remove access for the user's default entity, which is displayed in square brackets.
If you remove access to an entity, all entity-specific information will be deleted. If you later add the entity back to the user’s account, you will need to re-assign groups, categories and permissions.
These settings and permissions apply only to the entity that is currently selected.
The Retired User Account and Account Expiration Date options in this area will retire the account only for the entity that is currently selected. Alter natively, if you want to retire the account for the entire website, use the options in the system-wide area.
Security Groups are the security group(s) that the user has been assigned to for the current entity. Each security group has certain permissions associated with it, which are managed on the Security Groups page.
These permissions specify which user categories, if any, the user belongs to. The available categories for each entity are managed on the User Categories page.
CSI – View Customer Support: The user can view the Customer Support page.
Creating Records: These permissions enable the user to create specific record types:
CSI – Create CSIs (make sure the CSI - View Customer Support permission is also enabled)
Incident – Create Incident Reports
Problem – Create Problems
Project – Create Projects
Editing and Re-opening Records: The owner of an action, incident, problem or project will be able to edit the record when it is open. The owner of the parent record (incident, problem or project) can also edit open actions associated with that record. In addition:
These permissions enable the user to edit all open incidents or problems.
Incident - Edit All Open Incidents
Problem - Edit All Open Problems
These permissions enable the user to edit open incidents, problems or projects if the user belongs to the team.
Incident - Team Edit
Problem - Team Edit
Project - Team Edit
These permissions allow the user to open a closed action, incident, problem or project if the user had permission to edit the record when it was open.
Action - Open a Closed Action
Incident - Open a Closed Incident
Problem - Open a Closed Problem
Project - Open a Closed Project
These permissions allow the user to edit all open incidents, problems or projects, and also re-open records that are closed.
Incident - Edit All Incidents
Problem - Edit All Problems
Project - Edit All Projects
These permissions allow the user to edit all customer support or failure analysis records.
CSI - Update/Edit Customer Support (make sure the CSI - View Customer Support permission is also enabled)
Failure Analysis - Edit/Update Failure Analysis
Deleting Records: These permissions allow the user to delete records. Care should be taken when giving a user these permissions. There is no undo for delete. We recommend that users be granted these permissions only when they need to delete a record, and changing the permissions back to "No" after that is done.
Warning - Allow CSI Delete
Warning - Allow Incident Delete
Warning - Allow Problem Delete
Warning - Allow Project Delete
Warning - Allow Repaired/Replaced Part Row Delete
Customer Support (CSIs) fields: These permissions enable the user to change the specified field in the Customer Support page.
CSI – Edit Commission Date
CSI – Edit System Hours Report Date
CSI – Update Ship Date
Incident fields: These permissions enable the user to change the specified field in the Incident page.
Incident – Change Responsible Part
Incident – Edit Serialized Part Information
Incident – Edit System Hours
Incident – Override Automatic Warranty Determination
Incident – Update Location Information
Incident – Allow Serialized System Modifications: When working with a serialized incident, the user can edit the serialized system via the Repair/Replace Parts utility by choosing a replacement part from another system. The part will be added to the system template. It will not be deleted or retired from the original template.
Incident – Duplicate Repair/Replace Row: The user can duplicate line items in the Repaired/Replaced Parts table on the Incident page.
Incident/Problem – Allows Incident/Problem Association: The user can associate incidents with problems or problems with incidents.
Incident/Problem – Change Creator Name: The user can change the name of an incident creator or problem creator.
Problem – Edit FRB List: The user can edit the Failure Review Board (FRB) list for problems. The problem owner can always change the FRB list, even if this permission is "No."
Problem – Change Problem Owner and Priority: The user can change the owner of a problem and the problem’s priority.
Problem – Close Problem: The user can close a problem.
Project – Change Creator Name: The user can change the name of the project creator.
Creating and Deleting Actions: These permissions enable the user to create and delete actions for specific record types.
Action – Create CSI Action and Action – Delete CSI Action
Action – Create Failure Analysis Action and Action – Delete Failure Analysis Action
Action – Create Incident Action and Action – Delete Incident Action
Action – Create Problem Action and Action – Delete Problem Action
Action – Create Project Action and Action – Delete Project Action
Action – Change Action Association: The user can change the record that an action is associated with.
Action – Set/Alter Action Due Dates: The user can set and change the dates within an action. The owner of the record the action is associated with can edit the action properties, even if the permission is "No". In addition, a user who has the permission to edit all records of a given type can also edit the action properties.
Using Detail Fields: These permissions set what the user can do with certain types of Detail fields in any record where that type of detail is used.
Details – Allow Issue Creation: The user can enter new drop-down values in a "Select List" detail field that has the "Allow User Creation" option selected.
Details – Edit All Statuses: The user can edit statuses that have been entered, by any user, in a "Status" detail.
Details – Overwrite Read-Only: The user can modify detail fields that are set to "Read-Only - Always." This option is intended to be used for values that will be imported and should not be changed by users via the web interface. This permission enables the user to correct the imported values if needed.
Details – Allow Failure Mode Creation: The user can create failure modes.
Details – Delete Associated File: The user can delete files that have been uploaded/linked in an "Attachments Table" detail. There is no undo for delete.
Allow Existing Text Search - These permissions enable the user to access the Select Existing Utility for description and status fields. (See Configuring the Select Existing Utility.)
Details - Allow Existing Text Search
Action - Allow Existing Text Search
CSI - Allow Existing Text Search
Project - Allow Existing Text Search
Failure Analysis - Allow Existing Text Search
Viewing Reports and Charts:
Reports – Access Reports Page: The user can run reports.
Charts – Access Charts Page: The user can run charts.
Reports – My Queries Enabled: The user can view and use reports saved to the "My Reports" and "My Chart Reports" lists.
Reports – Public Queries Enabled: The user can view and use reports saved to the "Public Reports" and "Public Chart Reports" lists.
Report – Show Report SQL: The user can view the SQL Statement used with report results, using the Show SQL Statement icon on the Reports Toolbar.
Allow Sending XFRACAS Data via E-mail: The user can send report results via e-mail, using the E-mail Report icon on the Reports Toolbar.
Building Reports and Charts:
Report Builder – Access Report Builder: The user can use the Report Builder to create custom reports and charts and to modify their versions of the built-in standard reports for their personal use.
Reports – Access Custom SQL Reports: The user can use the Report Builder to create Custom SQL Statements.
Report Builder – Assign or Remove Public Access: The user can save reports to the "Public Reports" and "Public Chart Reports" lists. There is a separate permission for the ability to access public reports in the Reports page or Charts page ("Reports – Public Queries Enabled").
Reports – Save Report for Another User: The user can save a report to another user's or groups' "My Reports" or "My Chart Reports" lists. If you save the report for yourself, there is a separate permission for the ability to access "my reports" in the Reports or Charts page ("Reports – My Queries Enabled"). If you save the report for someone else, you will not be able to view it again after it is saved.
Note: This also controls the ability of a user to save dashboard layouts for another user or group.
Reports – Serialized System Search Enabled and Reports – Template Part Search Enabled: The user can see the Serialized Search and Part Search commands in the Report Builder ribbon. These enable the user to find specific part numbers and serial numbers without giving admin permissions to the part template and serialized system pages.
Viewing and Designing Dashboards:
Dashboard – Access Dashboard Page: The user can view existing dashboard layouts.
Dashboard Designer – Access Dashboard Designer Page: The user can create custom dashboard layouts.
Dashboard Designer – Assign or Remove Public Access: The user can make dashboard layouts available to all users in the current entity.
Portal – Edit User Information: The user can edit their own user information (Options > Settings > User Information).
Portal – Edit Portal Preferences: The user can change their own Portal Preferences.
Portal – Set Default Portal Preferences: The user can change the Portal preferences that are used by default for new accounts (using the "Save as application default" check box).
Links and Announcements: These permissions allow the user to create and modify public links and announcements.
Portal – Create Public Links and Announcements
Portal – Modify Public Links and Announcements
Ribbon – Quick Search Enabled: The user can view and use the Quick Search utility that appears at the top of many pages.
Synthesis – Read Failure Mode Data: The user can import or sync failure mode data with XFMEA/RCM++/RBI. (See Import or Sync from XFRACAS in the XFMEA/RCM++/RBI documentation.)
Synthesis – Read Time to Event Data: The user can export time to event data for use in Weibull++, ALTA and RGA. (See Synthesis Data Warehouse in the Weibull++/ALTA documentation.)
Only the administrative permissions that the logged in user has will be shown in this list (i.e., you can only give other users a permission that you have yourself).
Access Data Export: The user can access the Export command in the ribbon for individual records (e.g., incidents, problems, etc.), generic templates, serialized systems and in the Import page.
Access Import Processing: On the Import page, the user can cause scheduled imports to be processed immediately, rather than waiting for a scheduled import. The user must have this permission to upload and process files either through the Import page, the web service or the API.
Access Master BOM Export: On the Template page, the user can export a list of the currently selected part and its child items within the template configuration that the part belongs to, including all details associated with all parts. This export is intended to allow the user to update the details, part names and part numbers for specific parts.
Access Admin Tab: The user can access the Admin tab on the XFRACAS ribbon.
These permissions enable access to parts of the administrative functionality.
Manage Action Categories
Manage Active Directory
Manage Companies
Manage Contacts
Manage Criticality
Manage Details
Manage Diagnostics Page
Manage Entities
Manage Import
Manage Lists
Manage Locations
Manage Part Owners
Manage Report Viewer
Manage Resource Editor
Manage Security Groups
Manage Serialized Systems
Manage Template Systems
Manage User Categories
Manage User Groups
Manage Users
These permissions allow the user to manage the specific preference types on the Preferences page.
Manage System-Wide Preferences
Manage Entity Preferences
These are the parts that the user has been assigned as the owner of. When a user account is retired, all parts that the user is responsible for should be reassigned.
Reassign
Owner for Selected Parts allows you to assign a different owner
for the part(s) that are currently selected.
Remove
Owner for Selected Parts removes the current user's ownership
of the part(s). This will also clear the e-mail CC list.
This area displays a count of all open incidents, problems and actions that have been assigned to the current user. Clicking each count opens a report that lists all of the records of that type. When a user is retired, all items that the user is responsible for should be reassigned.
Reassign Owner for Open Items allows you to assign a different owner for all records of a particular type.
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