Working with User Records (WUSR)

Purpose: Use Work with Users to create user records and control access to companies, menu options, secured features, alternate customer address formats and user-defined functions for individual users.

See the Administration guide for information on creating users.

In this chapter:

• Work with Users Screen

• Work with Company Authority Screen

• Work with Menu Option Authority Screen

• Work With Secure Feature Authority Screen

• Display User Option History Screen

• Work with User Tickler Group Screen

Related help topics:

• Setting Up User Classes (WUCL)

Work with Users Screen

Use this screen to create, change, copy, delete and display a user record. Once you have created a user record, you can also use this screen to assign authority to companies, menu options, secured features, user-defined functions or the screens that use an alternate customer address format.

How to display this screen: Enter WUSR in the Fast path field at the top of any menu or select Work with Users from a menu.

Field	Description
User	The ID of the user. Alphanumeric, 10 positions; optional.
Name	The user’s name. Alphanumeric, 30 positions; optional.
Authority	The default menu option authority level for the user. Valid authority types are: • Allow • Exclude (default setting) Optional.

Screen Option	Procedure
Change a user record	Select Change for a user to advance to the Change User Record screen. See the Administration guide for a description of the fields on this screen.
Delete a user record	Select Delete for a user to delete it. Note: Deleting a user may limit your ability to update records that the user initially created. For example, you might not be able to update a customer or item created by the deleted user. For this reason, use care in deleting users, and do not delete them unnecessarily.
Display a user record	Select Display for a user to advance to the Display User Record screen. You cannot change any fields on this screen. See the User Administration guide for a description of the fields on this screen.
Assign company authority to a user	Select Company Auth for a user to advance to the Work with Company Authority Screen.
Assign menu option authority to a user	Select Menu Option Auth for a user to advance to the Work with Menu Option Authority Screen.
Assign feature authority to a user	Select Feature Auth for a user to advance to the Work With Secure Feature Authority Screen.
Assign a tickler group to a user	Select Tickler Group for a user to advance to the Work with User Tickler Group Screen.
View on-line history that shows the options taken by the user	Select View History for a user to advance to the Display User Option History Screen.
Generate a multi-factor authentication code for a user	Select Generate MFA Code to open the Generate MFA Code window. This window is not currently enabled.
Advance to Work with User Classes menu option	Select User Classes to advance to the Work with User Classes Screen.

Work with Company Authority Screen

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

How to display this screen: Select Company Auth for a user at the Work with Users Screen.

Field	Description
Comp (Company code)	The code for the company. Numeric, 3 positions; optional.
Description	The description of the company. Alphanumeric, 30 positions; optional.
Authorized	This field indicates whether the user has access to this company. • Yes = This user has access to this company. • No = This user does not have access to this company.

Changing access to companies: To change this user's access to a company, move your cursor to the value in the Authorized field and change it as necessary. Select OK to update the screen.

Work with Menu Option Authority Screen

Use this screen to override the default authority assigned to a user and assign or prohibit access to specific menu options, either in Order Management System (Classic View), or in Modern View if the menu option is available in Modern View.

Menu option assignment for Modern View: Even if the user has authority to a menu option, the option is available to a user in Modern View only if the option is assigned to a menu available through the user’s Default Menu. For example, if a user is assigned authority to the MULO menu option, but the user’s default menu does not include MULO, the user will not be able to use MULO in Modern View. See Customizing Menus (WMNU) for information on working with menus.

How to display this screen: Select Menu Option Auth for a user at the Work with Users Screen.

About authority: If an authority level has been previously assigned to a user for this menu option, the level appears next to the menu option under the User authority field. If the authority level does not display, the system will use the authority in the User class authority field (if defined). Otherwise, the system takes the user's default authority.

When you exclude a user from a menu option, the user may still be able to access the same type of functionality through other menu options. For example, you might exclude a user from the Create Item Warehouse/Locations (MIWL) option, but the user 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 short name for the menu option. Alphanumeric, 4 positions; optional.
Description	The menu option description. Alphanumeric, 60 positions; optional.
User authority	Allows you to enter the authority level. Valid authority types are: • Allow • Display • Exclude Optional.

To delete: Select Delete for the option. The screen refreshes itself and the authority level disappears.

This delete option only deletes authority from a specific menu option for this user; it does not affect authority at the user class or user record level.

To assign:

1. Display = Select Display for this menu option to limit this user's access to inquiry only.

2. Allow = Select Allow for the menu option to allow this user to perform this menu option.

3. Exclude = Select Exclude for the menu option to prohibit access to this menu option.

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

Work With Secure Feature Authority Screen

Purpose: Use this screen to override the default authority defined in the secure feature record, and assign or prohibit access to a secured feature for an individual user.

A secured feature is a procedure or action that can be performed within a function. For example, the ability to maintain batch totals and override prices in Order Entry are examples of secured features in the system.

An individual user 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.

Secured features can be created and maintained by using the Work with System Values/Features function. See Setting Up Secured Features.

How to display this screen: Select Feature Auth for a user at the Work with Users Screen.

About authority: If an authority level has been previously assigned to a secured feature for this user, the level appears next to the feature under the User Authority field. If the authority level does not display, the system will use the authority in the User Class Authority field, if defined. See Work With User Class Feature Authority Screen. Otherwise, the system takes the default authority for the secure feature, which you set up at the Create Secure Feature Screen.

Field	Description
Appl (Application area)	The application area to which this secured feature belongs. Alphanumeric, 3 positions; optional.
Grp (Application group)	The application group to which this secured feature belongs. Alphanumeric, 3 positions; optional.
Secured feature	The description of the secured feature. Note: The system truncates the description to 55 positions. Alphanumeric, 60 positions; optional.
User authority	The authority level for this user. Valid authority levels are: • Allow • Display • Exclude Optional.

To delete: Select Delete for the feature. The screen refreshes itself and the authority level disappears.

This delete option only deletes authority from the specific secured feature for this user; it does not affect the authority assigned in the secure feature record.

To assign:

• Allow = Select Allow for the feature to allow this user to perform this secured feature, unless otherwise prevented by menu option authority.

• Display = Select Display for this feature to limit this user's access to inquiry only.

• Exclude = Select Exclude for the feature to prevent this user from accessing this secured feature.

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

Display User Option History Screen

Purpose: Use this screen to view the menu options selected by the user. The system logs an entry to this screen for each option selected by the user if the Log use field in the User Profile record is selected.

This information can help you reconstruct the options a user has taken if there is some type of problem.

The system adds the option to this screen if this is the first time the user has selected the option; otherwise, the system updates the Last run date and Last run time fields each time the user selects an option (instead of adding the option to the screen again).

How to display this screen: Select View History for a user at the Work with Users Screen.

Field	Description
User	The user ID and user name. The user ID is a code that identifies the user to the system. This code controls the user's access to menus, menu options, companies, features and user-defined functions. The user ID you enter must match the user's user control record ID. See the Administration Guide for more information. Alphanumeric, 10 positions; required.
Option	The fast path code for a menu option. The fast path code is a 4-position short name for an option. Alphanumeric, 4 positions; display-only.
Description	The description associated with the menu option, as defined in the Menu Options table. See Setting Up Menu Options (WOPT). Alphanumeric, 40 positions; display-only.
Last run date	The date on which the user last selected this option. Numeric, 6 positions (in user date format); display-only.
Last run time	The time of day at which the user last selected this option. Numeric, 6 positions (HHMMSS format); display-only.

Screen Option	Procedure
Submit a batch job that will purge the user option history for this user	Select Purge.

Work with User Tickler Group Screen

Purpose: Use this screen to assign a user to one or more tickler groups.

Note: You should only assign users to tickler groups if you use workflow management; see Workflow Management Overview and Setup.

Tickler groups are groups of users that work with and resolve ticklers. You can define tickler groups using the Working with Tickler User Groups (WTUG) menu option.

To assign: Enter a tickler group in the Group ID field and select OK. The system assigns the user to the tickler group and displays the tickler group on the bottom half of the screen.

How to display this screen: Select Tickler Group for a user at the Work with Users Screen.

Field	Description
User	The user ID and description of the user assigned to one or more tickler groups. User ID: Alphanumeric, 10 positions; display-only. User description: Alphanumeric, 30 positions; display-only.
Group ID	A code for a group of users that work with ticklers. To assign: Enter a tickler group in this field and select OK. The system assigns the user to the tickler group and displays the tickler group on the bottom half of the screen. Tickler user groups are defined in and validated against the Tickler User Group table; see Working with Tickler User Groups (WTUG). Alphanumeric, 10 positions; optional.
Description	A description of the tickler user group. Alphanumeric, 40 positions; optional.

Screen Option	Procedure
Remove a tickler group from the user’s tickler group assignment	Select Delete for a tickler group to remove the tickler group from the user’s tickler group assignment.