Chapter 3: Setting Up User Classes (WUCL)

Purpose: Use Work with User Classes to create user classes. You can control access to companies, menus options, secured features and user defined options for a group of individual users by assigning them to the same user class.

For example, you may want all of your order entry operators to have the same access to specific menu options, secured features or user defined functions. You can create a user class for them and permit or deny access to the same menu options, secured features or user defined functions instead of assigning authority on an individual user level.

Even if you assign the same level of security to a group of users, you can generally tailor an individual user's record to fit the specific user by selecting the Work with Users function. The exception to this is when you define access to vendor records; you cannot override vendor access for individual users.

Note: Work with User Classes is a system-wide function; the information you work with in this function is the same regardless of which company you are currently working in.

In this chapter:

• Work with User Classes Screen

• Create User Class Screen

• Work With Company Authority Screen

• Work With User Class Menu Option Authority Screen

• Work With User Class Feature Authority Screen

• Work With User Class User Option Authority Screen

• Work With User Class/Vendor Authority Screen

• Copy User Class Screen

• Change User Class Screen

• Select Address Format by User Class Screen

For more information: To group users into user classes, you must also establish the individual user records; see Chapter 4: Working with User Records (WUSR).

Work with User Classes Screen

Purpose: Use this screen to create, change, copy, delete and display a user class. After you have created a user class, you can also use this screen to assign authority to companies, menu options, secured features, alternate address formats, user-defined functions and vendors for this user class.

How to display this screen:

• select Work with User Classes from a menu

• enter WUCL in the Fast path field at the top of any menu

• press F15 at the Work with Users Screen.

UCR0016 DISPLAY Work with User Classes 11/13/97 10:16:30 Opt Class Description Type options, press Enter. 2=Change 3=Copy 4=Delete 5=Display 7=Company Auth 8=Menu Option Auth 9=Feature Auth 10=User Defined Option Auth 11=Vendor Auth 1 Order Entry Operators 2 Prestige User Class 3 Customer Service Reps 4 Vendor User Class 5 Seasonal Help 6 System Administrators 7 Warehousing Staff F3=Exit F6=Create F7=W/W User Class Address Format F12=Cancel F21=Print list

Field	Description
Class	A user class is a grouping of users (for example, all Order Entry operators). You can assign authority to companies, menu options, etc. at the user class level. Alphanumeric, 10 positions; optional.
Description	A description of the user class. Alphanumeric, 30 positions; optional.

Screen Options	Procedure
Change a user class	Enter 2 next to to advance to the Change User Class Screen.
Copy a user class to create a new user class	Enter 3 next to to advance to the Copy User Class Screen.
Delete a user class	Enter 4 next to a user class to delete it.
Display a user class	Enter 5 next to to advance to the Display User Class Screen.
Assign company authority to a user class	Enter 7 to advance to the Work With Company Authority Screen.
Assign menu option authority to a user class	Enter 8 to advance to the Work With User Class Menu Option Authority Screen.
Assign feature authority to a user class	Enter 9 to advance to the Work With User Class Feature Authority Screen.
Assign user-defined option authority to a user class	Enter 10 to advance to the Work With User Class User Option Authority Screen.
Assign vendor authority to a user class	Enter 11 to advance to the Work With User Class/Vendor Authority Screen.

Create User Class Screen

Purpose: Use this screen to define the user class and description, designate an output queue for this user class and assign a default menu and company to this user class.

Once you have created a user class, you can assign authority to companies, menu options, secured features, alternate address formats, user-defined options and vendor authority for this user class.

How to display this screen: Press F6 at the Work with User Classes Screen.

UCR0019 ENTER Create User Class 11/13/97 10:22:48 User Class . . . . . . . Description . . . . . . Output Queue . . . . . . Default Menu . . . . . . Default Company . . . . F3=Exit F12=Cancel

Field	Description
User class	A user class is a grouping of users (for example, all Order Entry operators). You can assign authority to companies, menu options, etc. at the user class level. Alphanumeric, 10 positions. Create screen: required. Change screen: display-only.
Description	The description of this user class. Alphanumeric, 30 positions; required.
Each of the following fields are default values that you can override for individual users:
Output queue	Indicates the output queue for the system to direct or print reports for this user class. The output queue name you enter is validated against the output queues defined on your system. The system searches for a defined output queue, using the first output queue it finds: • The output queue defined in the Default OUTQ (A38) system control value. • The output queue defined in Working with Report Controls (WRPT) • The output queue defined in Working with User Records (WUSR). • The output queue defined in Setting Up User Classes (WUCL) or in the Output queue field on the Work with User Classes Screen. • The default output queue defined for the iSeries. Alphanumeric, 10 positions; optional.
Default menu	The name of the menu to appear when this user class enters CWDirect. Menu names are defined in and validated against the Menu file. See Chapter 8: Setting Up Menu Options (WOPT). Alphanumeric, 10 positions; optional.
Default company	This code identifies the company where the user class primarily works. Company codes are defined in and validated against the Company file. See Chapter 14: Setting Up the Country File (WCTY). You must define a default company for a user class in order to define vendor authority for the class. Numeric, 3 positions; optional.

Work With Company Authority Screen

Purpose: Use this screen to allow or exclude this user class from having access to companies defined on your system.

How to display this screen: At the Work with User Classes Screen, enter 7.

UCR0007 DISPLAY Work with Company Authority 11/13/97 10:30:07 User Class. : SEASONAL Comp Description Authorized 1 TMG Mark Fore and Strike -#1 N 2 TMG Boston Proper - #2 N 6 Orvis N 7 Herbs Fly Fishing Shop N 8 Brians Speed Shop N 11 Shared Inventory Company# 1 N 12 Shared Inventory Company# 2 N 13 Shared Inventory Company# 3 N 27 EZK Mail Order N 50 Jeannes Mail Order Company N 52 Jeannes Second Company N 121 qa company Y 123 Sarah`s Joke Shop N + F3=Exit F12=Cancel

Field	Description
Comp (Company code)	The code for a company. Numeric, 3 positions; optional.
Description	The description of the company. Alphanumeric, 30 positions; optional.
Authorized	The value in this field indicates whether the user class has access to this company. Valid values are: Y = This user class has access to this company. N (default) = This user class does not have access to this company. Alphanumeric, 1 position; required.

To change: Move your cursor to the value in the Authorized field, change it as necessary, and press Enter.

Work With User Class Menu Option Authority Screen

Purpose: Use this screen to assign or prohibit access to specific menu options for a user class. Specifying access to a specific menu option on this screen will override the Default authority in an individual user's record (this is the default authority that you assign, in Working with User Records (WUSR), on the Create User Screen, not the User Authority that you define for a specific menu option on the Work with Menu Option Authority Screen).

For example, if an individual user within this user class has the default authority *ALLOW in their user record, specifying *EXCLUDE next to a menu option will prevent any user within this class from performing the menu option.

How to display this screen: Enter 8 next to a user class at the Work with User Classes Screen.

UCR0046 DISPLAY Work with User Class Menu Option Auth 11/13/97 17:42:55   User Class : SEASONAL SEASONAL HELP   Opt Menu Option Description Authority _____ ____________________________ ___________   Type options, press Enter. 4=Delete 5=*DISPLAY 6=*ALLOW 7=*EXCLUDE   __ DINI Inventory Inquiry __ DITH Display Inventory Transaction History __ DITS Display Inventory Transaction Summary __ DOOI Display Open Orders By Item __ DPSI Display Pick Slip Generation Inquiry __ DSPI Display Pick Slip Generation Inquiry __ EPRO Execute Periodic Process *EXCLUDE __ ERHO Release Held Orders +       F3=Exit F12=Cancel

About authority: If an authority level has been previously assigned to a menu option for this user class, the level appears next to the menu option under the Authority field. If the authority level does not display, the system uses the default authority defined in each individual user's record to determine a user's access.

When you exclude a user class from a menu option, the user class can still access the same type of functionality through other menu options. For example, you might exclude a user class from the Create Item Warehouse/Locations (MIWL) option, but the user class will still be able to create an item warehouse or an item location through Work with Warehouses (WWHS) or Work with Items/SKUs (MITM).

Field	Description
Menu option	The fast path for the menu option. Alphanumeric, 4 positions; optional.
Description	The description of the menu option. Alphanumeric, 40 positions; optional.
User Authority	Enter an authority level to display menu options that match your entry. Valid values are: *DISPLAY *ALLOW *EXCLUDE Alphanumeric, 8 positions; optional.

To delete: Enter 4 next to the option. The screen refreshes itself and the authority level disappears.

This delete option affects authority for this user class only; it does not affect authority at the user record level.

Assign authority: There are three levels of authority you can assign to a menu option for this user class:

1. *DISPLAY = Enter 5 next to the menu option to limit this user class' access to inquiry only.

2. *ALLOW = Enter 6 next to the menu option to allow this user class to perform this menu option.

3. *EXCLUDE = Enter 7 next to the menu option to prohibit access to this user class.

The authority level you entered appears next to the menu option.

Work With User Class Feature Authority Screen

Purpose: Use this screen to override the default authority defined in the secured feature record (See Chapter 29: Setting Up Secured Features), and assign or prohibit access to a secured feature for a user class.

Typically, a secured feature is a procedure or action that can be performed within a function. The ability to maintain batch totals and override prices in Order Entry, or the ability to override a vendor's discount percentage in Purchase Order Entry are examples of secured features in the system.

A user class might have access to Order Entry or the Purchase Order functions. However, within those functions, you might not want to give all who have access the authority to certain features, which the system has segregated as secured features.

You can create or maintain secured features through the Work with System Values/Features function. See Chapter 29: Setting Up Secured Features.

How to display this screen: Enter 9 next to a user class at the Work with User Classes Screen.

UCR0043 DISPLAY Work with User Class Feature Authority 11/13/97 10:40:32 The KL Mail Order Company User Class : SEASONAL Seasonal Help Opt Appl Area Appl Grp Secure Feature Authority Type options, press Enter. 4=Delete 6=*ALLOW 7=*EXCLUDE O/E ALL ORDER MAINTENANCE ACCESS O/E ALL PRICE OVERRIDES *EXCLUDE O/E ALL ADDITIONAL CHARGES ACCESS *EXCLUDE O/E ALL C/C AUTHORIZATION FIELD ACCESS *EXCLUDE O/E ALL A/R ORDER ACCESS *EXCLUDE O/E ALL BATCH TOTALS ACCESS O/E ALL ENTER RETURN AUTHORIZATION O/E ALL RECEIVE RETURN AUTHORIZATION O/E ALL MODIFY EXISTING MESSAGES + F3=Exit F12=Cancel F24=Select company

About authority: If you have assigned an authority level for a secured feature to this user class, the level displays next to the feature, under the Authority field; otherwise, the system uses the authority defined in the secure feature record.

The system checks for authority in this order:

1. User authority. See Chapter 4: Working with User Records (WUSR). If blank, the system checks

2. User class authority. If blank, the system uses

3. Default (company-wide) authority, as defined in the System Control file. See System Operations Summarizing System Secured Features.

Field	Description
Appl area (Application area)	The application area where the secured feature belongs. Alphanumeric, 3 positions; optional.
Appl grp (Application group)	The application group where this secured feature belongs. Alphanumeric, 3 positions; optional.
Secure feature	The name of the secured feature. Alphanumeric, 40 positions; optional.
Authority	The authority level you assign to this feature for the user class. Valid authority levels are: *ALLOW *EXCLUDE Alphanumeric, 8 positions; optional.

Delete authority: Enter 4 next to the feature. The screen refreshes itself and the authority level disappears.

Assign authority: There are two levels of authority you can assign to a secured feature for this user class:

1. *ALLOW = Enter 6 next to the feature to allow this user class to perform this secured feature, unless otherwise prevented by menu option authority.

2. *EXCLUDE = Enter 7 next to the feature to prevent this user class from using this secured feature.

The authority level you entered appears next to the secured feature.

Work With User Class User Option Authority Screen

Purpose: Use this screen to assign or prohibit access to specific user-defined options for a user class. Specifying access to a user-defined option on this screen will override the value in the Default authority field in an individual user's record (this is the default authority that you assign, in Working with User Records (WUSR), on the Create User Screen).

For example, if an individual user within this user class has the Default authority field set to *ALLOW, specifying *EXCLUDE next to a user-defined option will prevent the user from performing the option.

A user-defined option is a program that you call by pressing F22 from within another function. For example, you may be in Order Entry and want to work with customers. If you have previously created a command to advance to the Work with Customers option and linked it to F22, you can press this key and advance to the Work with Customers screen.

You can set up user-defined options with Work with Calling Programs/User-Defined Functions. See Chapter 5: Setting Up Calling Programs/User Defined Functions (WCPG).

How to display this screen: At the Work with User Classes Screen, enter 10 next to the user class.

UCR0044 DISPLAY Work with User Class User Option Auth 11/13/97 7:34:58 Mail Order Company   User Class : SEASONAL SEASONAL HELP   Opt Program Description User Option Authority _______ _________________ ________________ _________   Type options, press Enter. 6=*ALLOW 7=*EXCLUDE   __ INR0015 Work with I/T-line entry SKU Generator __ INR0536 Work with I/T-line entry Inventory __ OER0143 Request Order Batch Order Inquiry/Maintenance __ OER0187 Work with Order Lines Work with Item/SKU Comments __ OER0445 Select Customer Sold to Homemenu           F3=Exit F12=Cancel F24=Select company

About authority: If an authority level has been previously assigned to a user-defined option for this user class, the level appears next to the function under the Authority field. If the authority level does not display, the system uses the default authority defined in the individual user's record.

Field	Description
Program	The program name for the user-defined option. Alphanumeric, 10 positions; optional.
Description	A description of the user-defined option. Alphanumeric, 15 positions; optional.
User option	An option name that you activate when you press F22 from a function. Alphanumeric, 15 positions; optional.
Authority	The authority level you assign to the user-defined option for this user class. Valid authority levels are: *ALLOW *EXCLUDE Alphanumeric, 8 positions; optional.

Delete authority: Enter 4 next to the option. The screen refreshes itself and the authority level disappears.

Assign authority: There are three levels of authority you can assign to a user-defined option:

1. *ALLOW = Enter 6 next to the user-defined option to allow this user class to perform this option, unless otherwise prevented by menu option authority.

2. *EXCLUDE = Enter 7 next to the user-defined option to prevent this user class from using this option.

The authority level you entered appears next to the option.

Work With User Class/Vendor Authority Screen

Purpose: Use this screen to restrict a class of users from particular vendors when the users select certain menu options. This might be useful to you if you want to grant vendors limited remote access to your system as a user, so that you can be sure they have access only to relevant information. Vendor authority is defined at the user class level only; you cannot override vendor authority for individual users.

The default authority for each vendor is always set to *ALLOW; you define a user class's vendor authority by selecting which vendors it does not have access to, and setting them to *EXCLUDE.

System control value: The system checks a user's vendor authority only if the Check User Class/Vendor Authority (D88) system control value is set to Y.

Note: You must define a default company for the user class in order to use this feature, so that the system knows where to locate the vendors for access restriction.

Menu options affected by vendor authority restriction:

Menu Option

Working with Existing Items (MITM)

Using Inventory Inquiry (DINI)

Entering Purchase Orders (MPOE)

Purchase Order Inquiry (MPOI)

Printing and Faxing Purchase Orders (MPRP)

Print PO and Receiving Worksheets (PPWS)

Creating Purchase Order Receipt Controls (PORC)

Working with Vendors (WVEN)

Working with Vendor Items (WVNI)

Working with Inventory Transactions in Batch Mode (WITB)

Working with Inventory Transactions in Immediate Mode (WITI)

Types of restrictions:

• the vendor record

• any purchase orders for the vendor

• any items that are assigned to this vendor by having the vendor number defined in the Item file

• any vendor items defined for the vendor (but not necessarily the item itself).

Information relative to restricted vendors does not display when you scan in any of the menu options affected by vendor authority restriction. If you attempt to work with a restricted record directly -- for example, by entering a purchase order number associated with a restricted vendor -- the system displays an error message.

These restrictions are in effect for the menu options listed in the table only. It is possible to work with vendor information through other menu options in CWDirect, if the user has the proper menu option authority. See the discussion of this option in Chapter 16: Setting Up General Usage Values.

How to display this screen: Enter 11 next to a user class at the Change User Class Screen.

UCR0060 DISPLAY Work with User Class/Vendor Auth 11/13/97 10:56:20 User Class : 5 Seasonal Help Opt Vendor# Vendor Name Authority Type options, press Enter. 6=*ALLOW 7=*EXCLUDE 10002 NORMAN LETENDRE 10003 MARANDA L. JOHNSON 10004 BERNADETTE A. JOHNSON 10005 BERNIE FORGIONE *EXCLUDE 10006 KYLE HAMBRIGHT F3=Exit F12=Cancel

Field	Description
Vendor#	A code that defines a vendor on your system. Vendor numbers are defined in and validated against the Vendor file. See Working with Vendors (WVEN). Numeric, 7 positions; optional.
Vendor name	The name of the vendor. Alphanumeric, 30 positions; optional.
Authority	The class's authority to the vendor. Valid values are: *ALLOW *EXCLUDE Enter *EXCLUDE to display vendors that the user class is restricted from working with. Alphanumeric, 8 positions; optional.

To change:

1. Enter 6 next to each currently excluded vendor that you want to give the user class authority to work with.

2. Enter 7 next to each currently allowed vendor that you want to restrict the user class from working with.

3. The system changes the authority status of the vendor or vendors and updates the screen with the new information.

Copy User Class Screen

Purpose: Use this screen to copy an existing user class (and the attributes associated with it) and create a new user class on the system. The new user class will have the same attributes as the user class you copied.

How to display this screen: Enter 3 next to the user class at the Work with User Classes Screen.

UCR0024 ENTER Copy User Class 11/13/97 11:03:15 User Class . . . : VNDUSRCLS Copy to User Class . . . . F3=Exit F12=Cancel

Field	Description
User class	The user class you want to copy. Alphanumeric, 10 positions; display-only.
Copy to user class	Enter the name of the new user class you want to create. Alphanumeric, 10 positions; required.

Step-by-step instructions:

Complete the Copy to user class field and press Enter to advance to the Change User Class Screen. This screen allows you to change any of the values for the user class you just copied. If you do not wish to change anything on this screen, press Enter. You have created a new user class by copying an existing user class, and you return to the Work with User Classes Screen.

Change User Class Screen

To change: Enter 2 next to the user class at the Work with User Classes Screen to display the Change User Class screen. See Create User Class Screen for a description of the fields on this screen. You can change any of the fields on this screen except the User class field.

Display User Class Screen

To display: Enter 5 next to the user class at the Work with User Classes Screen to advance to the Display User Class screen. You cannot change any information on this screen. See Create User Class Screen for a description of the fields on this screen.

Select Address Format by User Class Screen

Purpose: Use this screen to assign a user class to screens that use an alternate format for customer addresses. These screens include:

• Order Entry (Header version only). See Order Entry Chapter 4: Entering Orders Using Header Format.

• Order Maintenance. See Customer Service Part E: Performing Order Maintenance.

• Order Inquiry. See Customer Service Part D: Using Order Inquiry.

• Customer Maintenance. See Customer Service Creating and Updating Sold-to Customers (WCST)

If the user class is set up for the alternate address format, the screens will appear in the new format for each company the user class is authorized to work in. The standard screens will not be available to this user class.

The fields on these screens have been rearranged to facilitate entering Japanese addresses.

You can give a user or user class authority to the alternate address format. See Chapter 4: Working with User Records (WUSR).

Additional reference:

• Customer Service Chapter 146: Entering Japanese Addresses for examples of the new screen format for customer addresses used in Order Maintenance, Order Inquiry, and Customer Maintenance

How to display this screen: Press F7 at the Work with User Classes Screen.

UCR0068 DISPLAY Select Address Format By User Class 11/13/97 11:16:31 New Opt Class Description Addr Fmt Type options, press Enter. 1=Select New Address Format 4=Deselect New Address Format 1 Order Entry Operators 2 Prestige User Class 3 Customer Service Reps 4 Vendor User Class 5 Seasonal Help 6 System Administrators 7 Warehousing Staff F3=Exit F12=Cancel

Field	Description
User class	The code that identifies a group of users who are all authorized to the same companies, menu options, and secured features. User class codes are defined in and validated against the User Class file See Work with User Classes Screen. Alphanumeric, 10 positions; display-only.
Description	The description associated with this user class, such as OE OPER or C/S REPS. Alphanumeric, 30 positions; display-only.
New addr fmt (New address format)	This flag identifies whether this user class is assigned to use the alternate address format. Valid values include: Y = User class has been selected to use the alternate customer address screens. N or blank = User class has not been selected to use the alternate address screens. Alphanumeric, 1 position; display-only.

Screen Option	Procedure
Authorize the user class to use the new customer address screens	Enter 1. The New addr fmt (New address format) field is updated with a Y. This means that, instead of using the standard screens for Order Entry, Order Maintenance, Order Inquiry, and Customer Maintenance this user class will enter customer addresses using the new format. The system issues a message if you use this option twice for a user class:   A User Class Address Format record already exists for user class xxxxxxx.
De-select the user class for the new address format	Enter 4. The user class will no longer use the new address screens; instead, the standard Order Entry, Order Maintenance, Order Inquiry, and Customer Maintenance screens will appear for this user class.