Introducing User Administration

Overview

In previous releases of

RMS

, user accounts, access rights, and permissions were managed in the Security screen (Administration > Security). In this release, the Security screen has been redesigned, improved, and renamed to User Administration. As with the previous Security screen, the redesigned User Administration screen allows you to manage users' access and permissions at both individual- and group-levels. Use the User Administration screen to do the following:

Create users and user groups.
Enter and update user and group information.
Add users to groups so that you can apply group-level settings.
Specify levels of access to properties.
Control access to applications, screens, actions, and data.
Allow or restrict access to schedules, reports, jobs, and budget lines.

General improvements

The redesigned User Administration screen offers several improvements:

Streamlined navigation.
Improved tooltips and hover text.
Improved icons, graphics, and visual indicators.
Expandable/collapsible User Accounts and User Group panes.
Versatile search, sort, and filter options.
More informative labels for permission settings.

Key changes from previous versions of the Security screen

Invitations to register—Users now receive an invitation email to register for the UniFocus software.
Passwords—Passwords are no longer created or managed by UniFocus user administrators. The user creates their own password when they click the link in the invitation email. If the user forgets their password, they can reset it by clicking the Forgot Password link on the Sign In screen. In the redesigned User Administration, the password field has been removed from the General tab.
Additional information about user creation—In the General tab, you can now see who created the user, when they were created, and the last user login date.
Ability to import users—In the Manage Users view, you can now import users from another system or add and configure multiple users simultaneously.
New tab names—Most of the tabs have been renamed. (See the Tabs section below for more information.)
Removal of EXECUScope tab—In previous versions of the Security screen, the EXECUScope tab listed all customized items, dashboards, and reports for the RMS products you own. The EXECUScope tab has been removed from the redesigned User Administration screen because the items are now available in the Action & Application Access tab. Dashboards are now grouped in a Dashboards folder.
Reorganized reports in the Action & Application Access tab—In previous versions of the Security screen, reports in the Actions tab were spread across the various modules. For example, the Earnings reports were found under the Time & Attendance module. To improve organization and findability, the Action & Application Access tab of the redesigned User Administration screen now groups all report under the All Reports section. Within All Reports, reports are then organized by module. For example, the Earnings reports are now found in All Reports > T&A Reports > Earnings.

Navigation and views

As with the previous Security screen, the redesigned User Administration screen offers two views:

Manage Users ( ) view—The default view for the screen, the Manage Users view allows you to create user accounts and manage permissions at the user level.
Manage Groups ( ) view—The Manage Groups view allows you to create groups of users and manage permissions for all users assigned to the group.

You access the views from the User Administration menu pane on the left side of the screen.

Tabs

The User Administration screen includes renamed and improved tabs. The table below includes the following information:

The names of the tabs in the original (
RMS
version 10.2 and earlier) and the newly redesigned screen (
RMS
version 10.3).
Which views include the tabs.
A description of the tabs.

Tabs in the Security screen ( RMS version 10.2 and earlier)	Tabs in the new User Administration screen ( RMS version 10.3)	Tab is available in these views	Description
General	General	Manage Users ( )	Enter and update user contact information, preferred language, adjust client level permissions, and view information about when the user was created and when they last logged into the UniFocus software.
NA	Group Details	Manage Groups ( )	Edit the name of a group.
Properties	Property Permissions	Manage Users ( )	Determine which levels of access a user has to various databases and/or properties.
Groups	Group Membership	Manage Users ( )	View or edit the groups to which the user belongs.
Actions	Action & Application Access	Manage Users ( ) and Manage Groups ( )	View all available functions in all the UniFocus software products you own. Use this tab control a user or group's access to certain actions pertaining to each module.
Data	Data Permissions	Manage Users ( ) and Manage Groups ( )	View and control access to all available user-configurable data items—such as market groups, earning types, KBIs, and so on—in all the products you own.
Authorization Levels	Authorization Levels	Manage Users ( ) and Manage Groups ( )	Define approval levels at both the user and group levels.
Labor Structure	Labor Structure Permissions	Manage Users ( ) and Manage Groups ( )	Allow or restrict a user's or group's access to schedules, reports, and/or configuration of specific labor items. You can also add labor structure items and grant permissions for schedules, notifications, reports, configuration, and approval.
Budget Lines	Budget Lines Access Rights	Manage Users ( ) and Manage Groups ( )	Allow or restrict a user's or group's access to specific budget lines.
EXECUScope	NA	NA	The EXECUScope tab has been removed from the redesigned User Administration screen because the items are now available in the Action & Application Access tab.

For more information, see User Administration online help.

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