10 People

This chapter provides information on how to manage users, user groups, roles, and privileges.

10.1 Overview of People Management in Recipe Management for Pharmaceuticals

A company has people who fulfill the responsibilities of the organization. In Agile PLM, people are represented by the User business object. For the Recipe & Material Workspace solution, users are created in Agile PLM and are assigned the PLM privilege Recipe & Material Workspace UI Access.

Roles that are applied within Recipe Management for Pharmaceuticals by the administrator further define user access and responsibilities in the pharmaceutical Workspace's business environment. For example, the Equipment Manager can create an Equipment User Group and assign all equipment personnel to it.

10.2 Managing Users in Recipe Management for Pharmaceuticals

Every person in the enterprise who is going to work in Recipe & Material Workspace must represented by a Users business object that is created by the administrator in Agile PLM.

Each user must be assigned the privilege mask that permits access to the Recipe Management for Pharmaceuticals user interface in Web Client. For more information, see Accessing Recipe & Material Workspace and User Configuration. You may also consult the chapter on Users in Agile PLM Administrator Guide.

The rest of the information in this section assumes you are working with "User" business objects that have been assigned the privilege to access the Recipe Management for Pharmaceuticals solution interface.

10.2.1 Further User Configuration within Recipe Management for Pharmaceuticals

Each Recipe Management for Pharmaceuticals user is identified by a unique User ID from Agile PLM; many other attributes of the User object were created in PLM.

Recipe & Material Workspace has additional user attributes, user roles, and requirements for users.

Every Recipe Management for Pharmaceuticals user must be assigned to a department, a set of sites, a primary site, and roles for each site depending on their responsibilities.

It is mandatory that you associate each Recipe Management for Pharmaceuticals user to:

• a Company;

• a Department;

• Sites, including a Primary Site;

• Recipe Management for Pharmaceuticals roles;

• an Recipe Management for Pharmaceuticals user must be able to view the list of subscription alerts.

Here are some further details about these requirements:

• Company - the user has to belong to a company; the user can be associated with only one Company.

• Department - the user belongs to only one department at any given time.

• Site - a user can be associated with one more sites; a user can be assigned to any site regardless of the company that the site is associated with. Although each user must have a primary site, the association with additional sites is not mandatory.

• Primary Site - one of each user's site assignments must be designated as the primary site. When you assign sites to a user, you must specify one of the sites as the primary site.

• Role - roles control the user's access to the various functionalities in Recipe Management for Pharmaceuticals . A role is assigned to the user at the sites selected for the user. A user can have multiple roles at a site.

More aspects of user configuration within Recipe Management for Pharmaceuticals are provided in subsequent sections.

10.2.2 Searching for a User

To search for a user:

1. In the Search dropdown menu, select People > User.

2. In the Search field, enter the "*" wild-card or another value, and click the Execute Search button.

3. In the Results area, on the row of the user you want, click the checkbox and click Edit, or simply double-click the username link.

10.2.3 Editing User

To edit a user:

1. In the Search dropdown menu, select People > User.

2. Enter a value, and click the Execute Search button.

3. In the Results area, on the row of the user you want, click the checkbox and click Edit, or simply double-click the username link.

4. Enter information for the various fields. The user-object fields are listed below.

5. When you are done, click OK.

   The confirmation message appears.

The two tabs on a user object are:

• General - displays information such as First Name, Last Name, Company Name, Display Name, Effective Start Date, Effective End Date and Title.

• Details - has two subtabs: Main and Sites and Roles.

10.2.3.1 User General Tab

In the General tab, you can modify information for the following fields: Company, Effective End Date, Title, and Other Title.

10.2.3.2 User Details Tab

The Details tab has the following subtabs:

• Main - to add or modify a user's address, department, and contact details.

• Sites and Roles - to add or modify a user's site, and to assign or remove roles for the user.

10.2.3.3 User Details>Main Subtab

In the Main subtab, enter or modify information for the following fields:

• Secondary Email

• Other Email

• Employee Type

• Manager User ID

• Mail Drop

• Education

• Address

• City

• State

• Zip code

• Country

• Work Phone

• Cell Phone

• Pager

• Fax

• Department

10.2.3.4 User Details>Site and Roles Subtab

To add or modify a site or roles:

1. In the Sites and Roles subtab, click Add a Site and Roles.

2. In Select Site, select a site that you want to assign to the user and select the Select Roles tab.

3. In Select Roles, select the roles that you want to assign to the user for the selected site.

4. Click OK. The sites and the roles that you specified are displayed in the Site subtab.

5. Select the site and role.

6. To add a site, click Add a Site and Roles.

7. To remove a site, click Delete. Enter the reason for removal and click OK. The site is removed.

8. To set a site as the primary site, select the site and click Set to Primary.

10.2.4 Setting and Unsetting Super User

A "super-user" gets all the menu rights of an administrator.

To set or unset a SuperUser:

1. In the Search dropdown menu, select People > User.

2. Find and open the user that you want to set/unset as a super-user.

3. Click More > Set SuperUser to set as a super user.

4. Click More > Unset SuperUser to unset the user as a super-user.

A confirmation message appears.

10.2.5 Cannot Duplicate a User

Because you cannot create a user in Recipe Management for Pharmaceuticals , you also cannot duplicate an existing user. This procedure must be done in Agile Java Client > Admin tab.

10.2.6 Cannot Remove a User

Just as you cannot create a user in Recipe Management for Pharmaceuticals , you also cannot remove an existing user. This procedure must be done in Agile Java Client > Admin tab.

10.2.7 Cannot Activate or Deactivate a User

Just as you cannot create a user in Recipe Management for Pharmaceuticals , you also cannot deactivate or re-activate an existing user. This procedure must be done in Agile Java Client > Admin tab.

10.3 Managing Roles

A role defines an authority or right to perform a task for a user. Before creating a role, the tasks to be performed by the role have to be identified. Hence, a Role represents a combination of privileges that enable or restrict the users to view or edit functionalities in the Scale-up Management System application.

Once a role is created, you can assign it to users. Each user can have a different set of role for each site in the system. Each role has a validity period.

A user assigned with a role can view only the assigned menus and perform only the assigned actions on the permitted attributes.

A role is defined as in use, if it is assigned to a user or site, referred in a workflow or alert.

For example, if a user is assigned the Role of Campaign Approver he can perform the task of approving or disapproving a Campaign.

10.3.1 Creating a Role

To create a role:

1. In the Create New dropdown menu, select People > Role.

2. In the General tab, enter information for the following fields:

   • Role Name - Enter name of the role.

   • Role Description - Write a brief description about the role.

   • Effective Start Date - Enter the effective start date.

   • Effective End Date - Enter the effective end date.

3. Click Next.

4. The Privileges tab has two subtabs, Actions and Attributes.

   In the Actions subtab, select the kinds of business objects and other areas of action and permission for the new role. When you have finished, click Next.

5. In the Attributes subtab, specify the operations to be permitted for each of the category and object attributes - the operations are Create, Modify, and View.

   Click Finish. The role is created and the confirmation message appears.

10.3.2 Searching for Roles

To search for a role:

1. In the Search dropdown menu, select People > Role.

2. Type in the * wild-card, then click the Execute Search button.

3. Open a role from the list of returned roles by clicking its name, or click the checkbox on its row and click Edit.

10.3.3 Editing Role

To edit a role:

1. In the Search dropdown menu, select People > Role.

2. Perform a search for the role.

3. On the returned results, select the role for which you want to edit the details. Various UI buttons are enabled. Click the Edit button. The role object opens.

4. Modify information for the various fields.

5. Click OK.

10.3.4 Duplicating a Role

You can create a new instance of an existing role with the same attributes, but with a different name. You can associate this new role to new users and assign new activities.

To duplicate a role:

1. In the Search dropdown menu, select People > Role.

2. Perform a search for the role.

3. Select the role for that you want to duplicate. Click the More dropdown menu and select Save As.

4. Enter a new Role Name.

5. If you want to duplicate notes or attachments, click the Yes radio button for Duplicate All Notes or Duplicate All Attachments, respectively.

6. Click Save and Edit to change the associated details, or click OK to save the duplicated role without changing the associated details. To cancel, click Cancel.

10.3.5 Removing a Role

You can remove a role only if it is not in use. A role is "in use" in any of these cases:

• the role is assigned to a user,

• the role is assigned to a site, or

• the role has been referred in a workflow or an alert.

Activities on the role can be tracked through audit trail.

To remove a role:

1. In the Search dropdown menu, select People > Role.

2. Perform a search for the role. Open the role that you want to remove.

3. Click the Delete button.

   If the system detects that the role cannot be removed, it will display the reason in an error message.

   If the role can be removed, you are prompted to enter the reason that you are removing the role.

4. Click OK. You have removed the role, and a confirmation message appears.

10.3.6 Activating and Deactivating a Role

When you activate or deactivate a role, you must enter a reason for the change, with the start date, end date, and time. A role can be used only if it is active.

To activate a role:

1. In the Search dropdown menu, select People > Role.

2. Perform a search for the role you want to modify. If your search returns multiple roles, select the role that you want to activate.

3. Click More and select Activate.

4. In the Reason for Activation dialog, enter the start date, end date, and the reason for activation. Click OK.

To deactivate a role:

1. In the Search dropdown menu, select People > Role.

2. Perform a search for the role you want to modify. If your search returns multiple roles, select the role that you want to deactivate.

3. Click More and select Deactivate.

4. In the Reason for Deactivation dialog, enter the end date and the reason for deactivation. Click OK.

10.4 Managing User Groups

A group of users form a user group. Common responsibilities are assigned to a user group. For example, a set of users receive a particular alert message. No other groups of users such as roles, macros, or existing user groups can be members of a user group. A user group consists of specific users only.

10.4.1 Creating a User Group

To create a user group:

1. In the Create New dropdown menu, select People > UserGroup.

2. In the General tab, enter information in the following fields:

   • Name

   • Description

3. Click Next.

4. In the Members tab click Add to add members.

5. Click Finish.

Note: You can add users from other user groups.

10.4.2 Searching User Group

To search for a user group:

1. In the Search dropdown menu, select People > User Group.

2. Enter a value, and click the Execute Search button.

3. In the Results area, on the row of the user group you want, click the checkbox and click Edit, or simply double-click the user group link.

10.4.3 Editing User Group

To edit a user group:

1. In the Search dropdown menu, select People > User Group.

2. Enter a value, and click the Execute Search button.

3. In the Results area, on the row of the user group you want, click the checkbox and click Edit.

4. Enter information in the various fields.

5. Click OK.

6. Enter the reason for the changes that you have made and click OK. You have edited a user group and a confirmation message appears.

10.4.4 Duplicating User Group

You can create a new instance of an existing user group with the same attributes, but with a different name. All the members of the existing user group are also duplicated in the new user group.

To duplicate a user group:

1. In the Search dropdown menu, select People > User Group.

2. Perform a search for the user group.

3. Select the user group that you want to duplicate and click More > Save As.

4. Click Clear.

5. In Name, enter a name for the user group.

6. Select Notes and Attachment if you want to add a note or an attachment to the user group.

7. Click Save and Edit to change the associated details or click OK to save the duplicated user group without changing the associated details. To cancel, click Cancel.

10.4.5 Removing User Group

You can only remove user groups that you own and if it is not in use.

To remove a user group:

1. In the Search dropdown menu, select People > User Group.

2. Perform a search for the user group.

3. Select the user group that you want to remove and click Delete.

4. Enter the reason for removal and click OK. You have removed a user group and a confirmation message appears.

10.5 Managing Contacts

Contacts are persons who serve, directly or indirectly, for the organization. You can add external or internal contacts. An external contact does not have the access to use the application. An internal contact can use the application.

10.5.1 Creating a Contact

You can add external or internal contacts. An external contact does not have the access to use the application. An internal contact can use the application.

10.5.1.1 Creating an Internal Contact

To create an internal contact:

1. In the Create New dropdown menu, go to People > Contact.

2. Select Type of Contact and click Next.

3. In Select User, click the icon to specify the user that you want to add as an internal contact.

4. Click Next. Contact: New displays the contact details for the selected user.

5. Click Finish. You have added a new internal contact and a confirmation message appears.

10.5.1.2 Creating an External Contact

To create an external contact:

1. In the Create New dropdown menu, go to People > Contact.

2. Select External as the Type of Contact and click Next.

3. In Select User, click the icon to specify the user that you want to add as an external contact.

4. Click Next.

5. In Contact (external), enter the information for the following fields:

   • Contact Name

   • Company Name

   • First Name

   • Last Name

   • Title

   • Email

   • Work Phone

   • Cell Phone

   • Fax

6. In Address, enter the contact address and ship to address details. If the contact address is the same as the shipping address, click Same as Contact Address.

7. For Shipping Address, enter information for the following fields:

   • Transportation

   • Dock

   • Floor

   • Building

   • Department

   • Address

   • City

   • State

   • Zip code

   • Country

8. Click Finish.

You have added new external contact and a confirmation message appears.

10.5.2 Searching Contact

To search for a contact:

1. In the Search dropdown menu, go to People > Contact.

2. Enter a value, and click the Execute Search button.

3. In the Results area, on the row of the contact you want, click the checkbox and click Edit, or simply double-click the contact link.

10.5.3 Editing Contact

To edit a contact:

1. In the Search dropdown menu, go to People > Contact.

2. Enter a value, and click the Execute Search button.

3. In the Results area, on the row of the contact you want, click the checkbox and click Edit.

4. Enter information in the various fields.

5. Click OK.

6. Enter the reason for the changes that you have made and click OK. The confirmation message appears.

10.5.4 Duplicating Contact

To duplicate a contact:

1. In the Search dropdown menu, go to People > Contact.

2. Enter a value, and click the Execute Search button.

3. Select the contact for that you want to duplicate and click More >Save As.

4. In Duplicate Contact, click Clear.

5. In the Contact Name field, enter the contact name.

6. Select the Notes and Attachment checkboxes if you want to add a note or an attachment to the environment condition.

7. Click Save and Edit to change the associated details or click OK to save the duplicated environment condition without changing the associated details. To cancel, click Cancel.

10.5.5 Removing Contact

To remove a contact:

1. In the Search dropdown menu, go to People > Contact.

2. Enter a value, and click the Execute Search button.

3. Select the contact that you want to remove and click Delete.

4. Enter the reason for removal and click OK. You have removed a contact and a confirmation message appears.