Creating iTopia Users

There are five mandatory User Master views that are used to create and maintain users in iTopia:

1. User Master
2. User Master-License
3. User Master-Attribute
4. User Master-Role
5. User Master-Restriction

The first step in creating an iTopia user is to set up the user in the User Master. You can enter the details for the other User Master views in any order.

You can create user records in the User Master views using the following methods:

• Create - you must manually enter all mandatory fields for each new user.

• Copy - all of the fields from the original record are copied to the new record. Using the Copy option reduces keystrokes as only the fields that change from user to user need to be re-entered prior to the update.

• Edit with Excel - this option is best used in situations where multiple records are being created as the update takes place on the Excel spreadsheet.

This topic walks you through examples using all three methods to create records in each of the User Master views, where applicable.

 
1. User Master

Users are created to allow individuals access to your iTopia environment. For more detailed information on every field in the User Master view, click here.

1. User Master: Creating new records though the 'Create' function
   • Signed on as the system user, open the User Master view by:
     • Entering user in the Search field and then clicking Go.
       OR
     • Selecting 'User Master' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Click the Create button (found at the bottom right corner of the view).

   • A new User Master page opens. This page contains the 'User Name' field and a Continue button.

   • Enter a new user name in the User Name field. For this example, we will enter user105.

   • Click the Continue button.

     
     ^{User Master - Creating a New User record}
     

   • A User Master/Detail page displays. Enter information into the following mandatory fields:
     • In the 'General' section:
       • First Name - enter the first name of the user.
       • Last Name - enter the last name of the user.

     • In the 'Portal' section:
       • Locale - this field must contain 'en_CLIENT'. If this field contains any other text, edit as required.
       • Home Resource Name - for typical users, this field must contain 'meta_ibis_user_home_menu'. If this field contains any other text, edit as required.

   • Click Submit.

   • Once the record is updated, you are returned to the User Master page that contains the 'User Name' field and the Continue action button. At this point you can:
     • Continue to enter another new User.
     • Return to the User Master Search Criteria/Results grid.
     • Close the User Master view.

2. User Master: Creating new records through the 'Copy' function
   • Signed on as the system user, open the User Master view by:
     • Entering user in the Search field and then clicking Go.
       OR
     • Selecting 'User Master' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Enter an existing user name in User Name field in the Search Criteria section and then click on Search. Note: The user name entered should NOT be the 'system' user. If the only user set up in your iTopia environment is the 'system' user, then make sure that the Home Resource Name field for the new user (found on the details page) is entered as ‘meta_ibis_user_home_menu’.

   • Click the View Record Details icon to the left of the ‘User Name’ field to open the details page for the record.

   • Click Copy (found at the bottom right corner of the view).

   • A new User Master page opens containing the User Name that you just search for and a Continue button.
     • User Name - enter a new user name in this field. In this example, we will enter user105.

   • Click the Continue button.

     
     ^{User Master-Creating a new User using the Copy option}
     

   • Another User Master page displays that contains the same detail information as the User Name you selected for the copy. Change any of information as required for the new user. Note: You should never change the 'Locale' and you should only change the 'Home Resource Name' if it is not 'meta_ibis_user_home_menu'.

   • Click Submit.

   • Once the record is updated, you are returned to the User Master page that contains the 'User Name' field and the Continue button. At this point you can:
     • Continue to enter another new user. Note: If you continue to enter users from this point, the information from the previous user will not be copied to the User Master Details page when the 'Continue' action button is clicked. You will be required to manually enter both the mandatory and optional fields.

     • Return to the User Master Search Criteria/Results grid.

     • Close the User Master view.

3. User Master: Creating new records through 'Edit with Excel:
   • The use of the 'Edit with Excel' feature is not recommended to for use with the User Master view.

 
2. User Master-License

Licenses allow users to access specific Databases in your iTopia environment. For more detailed information on every field in the User Master-License view, click here.

1. User Master-License: Creating records through the 'Create' function
   • Signed on as the system user, open the User Master-License view by:
     • Entering user_license in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-License' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Click the Create button (found at the bottom right corner of the view).

   • A new User Maser-License page opens that contains three mandatory fields and a Submit button. Enter information into the following fields:
     • User Name - enter the user name to which the Database and License are being added. For this example, we will enter user105.

     • Database Name - enter the name of the Database that is being added to the user entered in the 'User Name' field. For a typical user, you should enter ibis.

     • License Type Name - enter the License Type Name that is being added to the user/database record. A typical user can own following License Types (depending on the Licenses obtained by your company):
       • read_only,
       • full
       • web_services

       Note: You can only enter one Licence Type at a time. For this example, we will enter full.

   • Click Submit.

^{User Master-License view - Mandatory fields}

• At this point you can:
  • Continue entering information and updating the records.
  • Return to the Search Criteria/Results Grid.
  • Close the User Master-License view.
2. User Master-License: Creating new records through the 'Copy' function
   • Signed on as the system user, open the User Master-License view by:
     • Entering user_license in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-License' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Enter an existing user name in the User Name field in the Search Criteria and then click Search. In this example, we will enter user10.

   
   ^{User Master-License - Finding an existing User record}
   

   • If the user name you are copying includes multiple records, you must decide which record you wish to copy. For our example, we will use the record with the License Type Name='full'.

   • Select the View Record Details icon to open the Details page for the selected record.

   • When the Details page opens, click the Copy action button on the bottom right of the page.

   • A new User Master-License page displays with three mandatory fields (user Name, Database Name and License Type Name) and a Submit button. All three fields contain the information copied from the original record. In this example, we only want to change the User Name and retain all of the other information. You can change any of these fields and update the record.
     • Enter the new user name in the User Name field. For this example we will enter user105.

     • Click Submit.

     
     ^{User Master-License - Modifying the copied record}
     

   • At this point you can:
     • Continue entering information and updating the records.
     • Return to the Search Criteria/Results Grid.
     • Close the User Master-License view.

3. User Master - License - Creating new records with Edit with Excel

   Note: In order to use the Edit with Excel functionality, your Internet Explorer browser and Microsoft Excel must be configured properly. For more information about setting up your browser and Excel, click here. For more additional information on the Edit with Excel feature, click here.

   • Signed on as the system user, open the User Master-License view by:
     • Entering user_license in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-License' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Enter an existing user name in the User Name field in the Search Criteria section and then click Search. In this example, we will enter user10.

   • user10 has two existing records. We want to both records to our new user, user105.
     • Click the Use Selected Records as Criteria for Action icon.

     • Select the Edit All Records with Excel option from the drop list.

     
     ^{User Master-License - Edit All Records with Excel option}
     

   • Excel opens and displays both of the records from the User Master-License Search results. On the Excel spread sheet:
     • Change the User Name to user105 for both records.
     • Click the Save button. The Status of the records is updated to 'Created'
     • Close the Excel spreadsheet, but do not save it.

^{Excel Spreadsheet with User Master-License information}

• The User Master-License view displays the following message, "The data was modified using an external source. Please redo the search to view the latest changes." If you wish to view the new records:
  • Enter the user name(s) that you created through the Edit with Excel process in the User Name field in the Search Criteria section. We will enter user105.
  • Click Search.
  • When you have viewed the records, close the User Master-License view.


^{User Master-License - Review the New Records}

 
3. User Master-Attribute

Attributes are variables set by an administrator for a user that allow the user to apply filters or criteria to the views that the user has access to. For more detailed information on every field in the User Master-Attribute view, click here.

1. User Master-Attribute: Creating new records through the 'Create' function
   • Signed on as the system user, open the User Master-Attribute view by:
     • Entering user_att in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-Attribute' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Click the Create button (found at the bottom right corner of the view).

   • A new User Master-Attribute page opens that contains two mandatory fields and a Continue button. Enter information into the following fields:
     • User Name - enter the user name to which the Attribute Key is applied. In this example, we will user105.

     • Attribute Key - enter the applicable Attribute Key. For this example, we will enter session.company. Note: Each user must have the following Attribute Keys applied:
       • session.company - refers to the company numbers setup for your Company.
       • session.ibis_client - refers to your client code.

       It does not matter which key is applied first. Only one key can be applied to a user at a time.

   • Click the Continue button.

   
   ^{User Master-Attribute - Mandatory Fields}
   

   • A new User Master-Attribute page opens. This page contains a text box to enter the Attribute Values.
     • Attribute Value - enter the appropriate value in the text box. The values entered are dependent on the Attribute Key you entered on the previous page. If you entered:
       • 'session.company' on the previous page, you can enter an asterisk '*' for all companies, a single company, or select multiple company numbers separated by a comma(s).
       • 'session.ibis_client' on the previous page, you must enter your client code.

   • Click Submit.

   • In this example, we entered session.company the Attribute Key on previous page, so we will enter '10' as the Attibute Value.

     
     ^{User Master-Attribute Details page - Attribute Value}
     

   • At this point you can:
     • Continue entering information and updating the records. Note: Remember that you must enter both of the Attribute Keys and appropriate Values for each user.
     • Return to the Search Criteria/Results Grid.
     • Close the User Master- License view.

2. User Master-Attribute: Creating new records through the 'Copy' function
   • Signed on as the system user, open the User Master-Attribute view by:
     • Entering user_att in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-Attribute' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Enter an existing user name in the User Name field in the Search Criteria section and click Search. In this example we will enter user10. Note: Every user is comprised two Attribute Keys: 'session.company' and 'session.ibis_client' along with the appropriate Attribute Values. You must copy both of these records for a new user.

   • Select the 'View Record Details' for either of the records.

     
     ^{User Master-Attribute - Search for an existing User record}
     

   • When the User Master-Attribute Details page opens, click Copy (found at the bottom right corner of the view).

   • A new User Master-Attribute page opens with two mandatory fields (User Name and Attribute Key) and a Continue button. Both of these fields contain the copied information from the original record. In this example, we only want to change the User Name field, and retain all of the other information.
     • Enter the new user name in the User Name field. For this example, we will enter user105.

     • Click Continue.

     
     ^{User Master-Attribute - Modify the copied record}
     

   • The User Master-Attribute Details page opens with the Attribute Value from the record that you are copying.
     • Change the value if desired. In this example, we will change the value to '99'. Note: If you select the record that contains the 'session.ibis_client' Attribute Key do not change the Attribute Value. The 'session.ibis_client' Value should be the same for all users.

     • Click Submit.

     
     ^{User Master-Attribute Details page}
     

   • You are returned to the User Master-Attribute page that displays the User Name and Attribute Key. At this point you can:
     • Continue entering information and updating the records. Note: Remember that you must enter both of the Attribute Keys and appropriate Values for each user.
     • Return to the Search Criteria/Results Grid.
     • Close the User Master-Attribute view.

3. User Master-Attribute: Creating new records with Edit with Excel

   Note: In order to use the Edit with Excel functionality, your Internet Explorer browser and Microsoft Excel must be configured properly. For more information about setting up your browser and Excel, click here. For more information about on the Edit with Excel feature, click here.

   • Signed on as the system user, open the User Master-Attribute view by:
     • Entering user_att in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-Attribute' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Enter an existing user name in the User Name field in the Search Criteria section and then click Search. For this example, we will enter user10. Note: Every user is comprised two Attribute Keys: 'session.company' and 'session.ibis_client' along with the appropriate Attribute Values.

     
     ^{Search for an existing User}
     

   • From the Use Selected Records as Criteria for Action icon, select ‘Edit all records with Excel’.

     
     ^{User Master-Attribute - Edit All Records with Excel}
     

   • Excel opens and displays the records from the User Master-Attribute search results. On the Excel spread sheet:
     • Edit the 'User Name' column on the spreadsheet for both rows. We will change user10 to user105 .
     • Click the Save button spreadsheet. The Status of the records is updated to 'Created'.
     • Close the spreadsheet, but do not save it.

     
     ^{Excel Spreadsheet with User Master-Attribute information.}
     

   • The User Master- Attribute displays the following message: "The data was modified using an external source. Please redo the search to view the latest changes." If you want to view the new records:
     • Enter the user name(s) that you created through the Edit with Excel process in the User Name field in the Search Criteria section. We will enter user105.
     • Click Search.
     • When you have viewed the records, close the User Master-Attribute view.

     
     ^{User Master-Attribute - Review the New Records}
     

Roles define the views and the operations for these views that the user is allowed to access. For more detailed information on every field in the User Master-Role view, click here.

Roles contain resources with defined operations. For more information about the resources and permissions assigned to roles click here.

1. User Master-Role: Creating new records through the 'Create' function
   • Signed on as the system user, open the User Master-Role view by:
     • Entering user_role in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-Role' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Click the Create button (found at the bottom right corner of the view).

   • A new User Master-Role page displays with two mandatory fields (User Name and Role Name) and a Submit button.
     • User Name - enter the user name the Role is to be applied to. In this example, we will enter user105.

     • Role Name - enter the Role that is to be added to the user. For this example, we will enter ibis_ap.

   • Click the Submit action button located at the bottom left of the page.

     
     ^{User Master-Role - Mandatory Fields}
     

   • Once the record is updated, you are returned to the User Master-Role page that includes the Continue button. At this point you can:
     • Continue entering information and updating the records.
     • Return to the Search Criteria/Results Grid.
     • Close the User Master-Role view.

2. User Master-Role: Creating new records through the 'Copy' function
   • Signed on as the system user, open the User Master-Role view by:
     • Entering user_role in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-Role' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Enter an existing user name in the User Name field in the Search Criteria section and then click Search. In this example, we will enter user10. Note: When using the Copy method of adding Roles to users, you should select a user that contains the same roles that you want to apply to the new user.

     Note: All users automatically own the 'ums_user' and 'personal' Role Names. The 'personal' role cannot be added to any other user. All other Roles can be applied to other users.

   • Click the 'View Record Details' icon for record that you want to copy. This icon is found to the left of the 'User Name' field and when clicked, it opens the details page for the record.

^{User Master-Role - Search for an existing User record}

• Click 'Copy' (found at the bottom right corner of the view).

• A new User Master-Role page displays with two mandatory fields (User Name and Role Name) and a Submit button. Both of these fields contain the copied information from the original record.
  • User Name - enter the new user name in this field. For this example, we will enter user105.

  • Role Name - enter the Role Name in this field. In this case, we are not changing the Role Name since this is the role we want to apply to 'user105'.

• Click Submit.

  
  ^{User Master-Role - Modify the copied record}
  

• Once the record is updated, you are returned to the User Master-Role page that contains the Continue button. At this point you can:
  • Continue entering information and updating the records. Note: If you want the new user to have the same roles as the original user, you must repeat these steps for the remaining role (ibis_ar).
  • Return to the Search Criteria/Results Grid.
  • Close the User Master-Role view.
3. User Master-Role: Creating new records through the Edit with Excel feature

   Note: In order to use the Edit with Excel functionality, your Internet Explorer browser and Microsoft Excel must be configured properly. For more information about setting up your browser and Excel, click here. For more information about the Edit with Excel feature, click here .

   • Signed on as the system user, open the User Master-Role view by:
     • Entering user_role in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-Role' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Enter an existing user name in the User Name field of the Search Criteria section and then click Search. For this example, we will enter user10.

     The user we have selected (user10) owns four roles. Note: When using this method of adding Roles to users, you should select a user that contains roles that you want to apply to another user.

     Note: All users automatically own the 'ums_user' and 'personal' Role Names. The 'personal' role cannot be added to any other user. All other Roles can be applied to other users.

• In this example we will want to add the 'ibis_ap' and 'ibis_ar' roles that exist for the copied user (user10) as well as add the role 'ibis_po' to the new user. Since we are using the Edit with Excel functionality in this example, the following steps are required:
  • Select the 'ibis_ap' and 'ibis_ar' roles in the Results section of the grid.

  • Click the Use Selected Records as Criteria for Action icon .

  • Select the Edit with Excel option from the drop list.

  
  ^{User Master-Role - Edit with Excel}
  

• Excel opens and displays the selected records from the User Master-Role Search results page. On the Excel spread sheet:
  • Edit the 'User Name' column on the spreadsheet for all three rows. For the example, we will change the User Name column from user10 to user105.

  • Now we will add the additional role 'ibis_po' by copying a line and pasting that line back into the spreadsheet. We'll rename the 'Role Name' column to 'ibis_po'.

  • Click the Save action button on the Excel spreadsheet.

  • Close the spreadsheet but do not save it.

  
  ^{Excel Spreadsheet with User Master-Role}
  

• The User Master-Role view displays the following message: "The data was modified using an external source. Please redo the search to view the latest changes."
  • Enter the user name(s) for which you created the Roles on the Excel spreadsheet in the User Name field in the Search Criteria section. In this example, we will enter user105.
  • Click Search. The new user now owns the 3 roles applied through Edit with Excel.
  • When you have viewed the records, close the User Master-Role view.

^{User Master-Role - Review the New Records}

 
5. User Master-Restriction

Restrictions represent a row-level security policy by user that is applied consistently throughout the iTopia system regardless of what view is used or how the view is customized. For more detailed information on every field in the User Master-Restriction view, click here.

• Note: Entering Restrictions for users requires that Database and Domain Names be entered in the appropriate fields. Domain names can be located in the Column or Domain views.

For more information on Databases, click here.
For more information about the Column view, click here.
For more information about the Domain view, click here.

1. User Master-Restriction: Creating new records through the 'Create' function
   • Signed on as the system user, open the User Master-Restriction view by:
     • Entering user_domain_rls in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-Restriction' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Click the ‘Create’ button (found at the bottom right corner of the view).

   • A new User Master-Restriction page opens. This page includes three mandatory fields and a Continue button.
     • User Name - enter the user name that you are applying the Restriction to. For this example, we will enter user105.

     • Database Name - user views based in the iTopia environment are related to the 'ibis' database. Since we are going to apply Restrictions to views in the 'ibis' Database, we will enter ibis in the Database Name field.

     • Domain Name - all new users must have the Domain Name 'ibis_client' assigned to them. Following our example, we will enter ibis_client in the Domain Name field.
       • The 'ibis_client' Domain contains the information for your iTopia site. Setting this restriction on this Domain name puts an extra layer of security that prevents the user from accessing data from other clients' sites.

       • The 'ibis_client' is a key part of every view in iTopia. This particular User Name/Database Name/Domain Name combination works in conjunction with the user's record in the User Master-Attribute view for the 'Attribute Key' session.ibis_client.

   • Click Continue.

   
   ^{User Master-Restriction - Mandatory Fields}
   

   • A new User Master-Restriction page opens. There are two sections on this page; however, you only need to enter data in the Value field found in the General section.
     • Value - Enter any QBE (Query by Example) expression, including processing instructions, that represents the value(s) to which the user is restricted. For more information about the QBE expressions, click here.
       • Values represent the actual data contained in the Columns. In this example we will enter '{session.ibis_client}' as the Value. This Value refers to the Attribute Value for the user in the User Master-Attribute view. Note: The '{' and '}' brackets must be included for this Value because of the type of Value it is.

       • This restriction puts an extra layer of security that prevents the user from accessing data from any other client site.

   • Click Submit.

     
     ^{Enter the Value}
     

   • You are returned to the User Master-Restriction page that contains the User Name, Database Name and Domain Name. At this point you can:
     • Continue entering information and updating the records.
     • Return to the Search Criteria/Results Grid.
     • Close the User Master-Restriction view.

2. User Master-Restriction: Creating new records through the 'Copy' function
   • Signed on as the system user, open the User Master-Restriction view by:
     • Entering user_domain_rls in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-Restriction' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Enter an existing user name in the User Name field in the Search Criteria section and then click Search. In this example we will enter user10.
     • This user has three restrictions. Note: When using this method of adding Restrictions to users you should select a user that contains the restrictions that you want to apply to another user.

   • Click the 'View Record Details' icon for record that you want to copy. In this example we will select the third record with the Database set to 'ibis', Domain Name set to 'whse' and Value set to '01'.
     • This restriction currently restricts 'user10' to warehouse '01' access only in all views that contain tables with the 'whse' domain.

     • Note: If you are copying the restriction to a new user, you must ensure that the following record is also copied to the new user: Database=ibis; Domain=ibis_client; Value = {session.ibis_client}. Setting this restriction puts an extra layer of security that prevents the user from accessing data from any other client site.

     
     ^{Search for an existing User/Restriction record}
     

   • Click the Copy (found at the bottom right corner of the view).

   • A new User Master-Restriction page opens with three mandatory fields (User Name, Database Name and Domain Name) and a Continue button. All of these fields contain the copied information from the original record.
     • User Name - enter the new User Name. For this example, we will enter user105.

     • Database Name - enter the Database Name. For this example, we will not change the Database Name since this is the Database that we require.

     • Domain Name- enter the Domain Name. For this example, we will not change the Domain Name since this is the Domain that we want to set the restriction on for our new user.

   • Click Continue.

     
     ^{User Master-Restriction - Mandatory Fields}
     

   • A new User Master-Restriction page opens that contains the Value from the original record.
     • Value - you can enter a new value or leave the original Value in this field. In this example, we will change the Value to '02', thereby restricting 'user105' to access Warehouse '02' only.

   • Click Submit.

     
     ^{Enter a Value}
     

   • Once the record is updated you are returned to the User Master-Restriction page that contains the User Name, Database Name and Domain name. At this point you can:
     • Continue entering information and updating the records.
     • Return to the Search Criteria/Results Grid.
     • Close the User Master-Restriction view.

3. User Master-Restriction - Creating new records through the Edit with Excel feature

   Note: In order to use the Edit with Excel functionality, your Internet Explorer browser and Microsoft Excel must be configured properly. For more information about setting up your browser and Excel, click here. For additional information on the Edit with Excel feature, click here.

   • Signed on as the system user, open the User Master-Restriction view by:
     • Entering user_domain_rls in the Search field and then clicking Go.
       OR
     • Selecting 'User Master-Restriction' from the Master Tables menu found under the User Management System (UMS) on the main menu.

   • Enter an existing user name in the User Name field in the Search Criteria section and click Search. For this example, we will enter user10.
     • This user has three restrictions. Note: When using this method of adding Restrictions, you should select a user that contains restrictions that you want to apply to the new user.

   • In this example we will add all of the restrictions that currently exist for 'user10' to 'user105'.
     • Click the Use Selected Records as Criteria for Action icon

     • Select Edit All Records With Excel option from the drop list.

     
     ^{User Master-Restriction - Edit All Records with Excel option}
     

   • Excel opens and displays the records from the User Master-Restriction search results page. On the Excel spread sheet:
     • Edit the User Name column on the spreadsheet for all three rows. Following our example, we will change the user name from 'user10' to 'user105'.

     • Click the Save button on the Excel spreadsheet.

     • Close the Excel spreadsheet but do not save it.

     
     ^{Excel Spreadsheet with User Master-Restriction information}
     

     • The User Master-Restriction view displays the following message: "The data was modified using an external source. Please redo the search to view the latest changes."
       • Enter the user name(s) that you created through the Edit with Excel process in the User Name field in the search criteria section. We will enter user105
       • Click Search.
       • The new user (user105) now owns the three Restrictions that were applied through the Edit with Excel function.
       • When you have reviewed the records, close the User Master-Restriction view.

       
       ^{User Master-Restriction - Review the New Records}