Tools Menu User Guide

On this page:

The Tools Menu enables user accounts to be created, edited and permissions set. It also manages the Client List, used for various modules within CS Intranet, such as CA&I Reporting.
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Introduction

The Tools Menu is used for the following:

User Management (setup, manage permissions)
Client List Management
Log
Backup
Intranet Themes (Colour Theme, Banner Image)

User Account Control

The Tools Menu (to the right hand side of the main navigation tabs) provides access to the Tools page, where you can control Account settings.

The User details are edited in 3 main sections, as below:

My Preferences
Manage Users
Add Users

The 3 options above are accessed using the menu options to the left, as indicated below:

My Preferences

All users can edit their email address for notifications, and change their password.

Users can also set the colour associated with their name used within the site. All password changes are confirmed with an email to the user.

Manage Users

The Manage Users menu option (indicated above) allows you to perform the following actions:

	Click to ADD a new User Account
	Click to EDIT a User Account
	Click to DELETE a User Account

Add a New User - Access Controls

The figure below indicates the first part of the screen used to ADD a New User.

Enter the basic USER DETAILS, including at the top section of the screen.

Important: The User's new PASSWORD will be emailed to their email address. You will also be provided with the password after you have created the account, however the User will be prompted to change their password when they first enter. After that point, Administrators can reset a User password, but cannot view a User password.

Important: Leave the Client drop down field blank unless the user is a Client.

Add a New User - Module Permissions

The figure below indicates the first part of the screen used to ADD a New User.

In the PERMISSIONS section of the page, specify what pages you wish the User to be able to access. Each module has several permission levels based around the following table:

Permission	Submit	Edit	Delete	Admin Settings
No Access	NO	NO	NO	NO
Submit	YES	NO	NO	NO
Manage	YES	YES	NO	NO
Admin	YES	YES	YES	YES

Additional options are available under the options for some pages, specific to the functions inherent in each page.

Access to CONTACT SECTIONS are controlled using the check boxes at the at the bottom of the screen. All Sections created within the Contacts module will appear as check box options. Each User can access al groups in teh respective section, based on this selection.

A detailed table of access levels can be found below:

Users are given different permission levels based upon their access requirements.

ACCESS CRITERIA

WHAT IT MEANS

COMMENTS

N/A

No Access

No Access provided to the user.

Available to all CS intranet modules.

No permission therefore the module does not appear as a tab for the use

V

View Access

View Access only

NOT AVAILABLE in: Inspection/Task/Audit/Maintenance Modules

The user can see the module and content but cannot add, delete or otherwise change what is viewed.

Viewed screens can be printed.

A

Administration

Administration allows a user to add, delete or change content.

Available to all CS intranet modules.

Administrators have the ultimate access and therefore this level of permission needs to be limited to management level in most cases.

Within the Management System Modules only the document controller should have Administrator access.

M

Manage

Manage allows the user to manage their own entries including change management of the content of their access.

Manage does not allow a user to enter or change anything that is not directly their ownership.

M/O & C/A

Manage Own & Create All

Manage own and create all allows the user to view and enter data into their own entries including change management of the content of their access. Additionally it allows users to create a task for any user.

Only available in Task and Audit Modules

Manage own does not allow a user to view, enter or change anything that is not directly their ownership. However, they can send a task to anyone on the system.

M/A

Manage All

Manage all allows a user to enter, view, edit and delete all entries into a module.

Only available in Task and Audit Modules

This access should be limited to manager level and those managers who need to use the task and audit modules.

C

Create

Create allows a user to create an entry into a module for themselves but not others.

Not available in any of the modules to be used at this time

C/A

Create All

Create all allows a user to create a task in the module accessible to an unlimited number of users.

Only available in the Task Module

G/U

General User

General User allows users to access and use, with limitations to their own work, in the audit and inspection module.

Available in the Audit and Inspection Modules only.

General User is a permission not often used.

S

Submit

Submit allows the user to submit an item into a module.

Only available in the Maintenance Module

S/V

Submit & View

Submit and view allows a user to submit and item and also view other items submitted by other persons.

Not available in any of the modules to be used at this time

Add a New User - Filing Cabinet Permissions

The figure below indicates the first part of the screen used to ADD a New User.

The Filing Cabinet Permissions are used to control what parts of the Filing Cabinet each User can view and modify.

The first screen determines what folders the User can VIEW. Click on the highest level folder that a User may VIEW - all folders below that folder will be able to be viewed. It is possible to select more than one folder for detailed control.

The second screen determines what folders the User can ADMINISTER (edit, delete, etc). Click on the highest level folder that a User may ADMINISTER - all folders below that folder will be able to be administered. It is possible to select more than one folder for detailed control.

Important: If a User will be required to add documents or other files to the Management System or the News and Announcements pages, they MUST have View and Administer access to the Document Vault. . You must also set the respective permissions for those pages to Admin.

Edit a User

The EDIT screen functions the same as that described for ADD a User (detailed above) with the addition of a 'Reset Password' checkbox.

By checking the 'Reset Password' checkbox and clicking 'Save', the User password will be reset and a new system generated password sent to the User's email account. The User will be required to change their password when they next log in.

Manage Clients

The Manage Clients menu option allows you to control the client list that is used for various modules within the intranet, such as the CA&I Module.

To CREATE a new Client, enter the Name in the text box below 'Add New Client' and click 'Save'. This new Client will now be added to the available list in the top section of the screen.

To EDIT an existing client, click the next to the Client you wish to edit. Update the name of the Client in the text box provided and click 'Save'.

Note: The changed Client will appear in the list for new incidents and improvements, however it will not change those incidents and improvements entered prior to the change in Client name. If you wish, you can edit each incident and improvement and update the Client to the new name.

To DELETE an existing Client, click the icon next to the Client.

Log - User Logins and Actions

The Log details the following information in relation to users logging in to the intranet;

Username (who has logged in)
Date and time of login
Action of User (e.g. page they have updated)

Backup

Backups allow a copy of the database to be emailed to an account.

Enter the desired email account and select the frequency of email backup.

Backups can be set to a specific frequency (i.e. weekly, fortnightly, monthly) or manual.