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.
Click any image to view a larger version.
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. Only available in Contractor and Maintenance Modules | 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.