How To Set up New Users

Additional Information
Users
iBIS Users
User Licenses
User Roles
User Restrictions
Roles
Role Permission Summaries

The purpose of this help topic is assist you in setting up new users in PointForce iTopia. Once created, the new user will be able to log into PointForce, perform the functions and access the views assigned to that user.

You must use the following views to configure the new user:

Users
User Licenses
User Roles
User Restrictions - optional

Prerequisites:

Ensure that you are logged into PointForce iTopia as the user 'system'.

Procedure:

Users

The first step is to create the user id in the Users (md_user) view.
This example uses the copy feature to create the new user from an existing user ID. For information on each field in the Users view, please see the Users topic.
In order to create a new user, follow these steps:
1. To open the Users view, enter md_user in the search field on the home menu page and then click Go.
2. On the users view, we will copy an existing user's set up for our new user. Enter the user you wish to copy from in the user name field, and click Search.
3. Click the View Record Details icon to open the Detail page for the record.
4. Click Copy.
5. On the copy page, enter the new user's name in the user name field. For example, enter user01.
6. Click Continue.
7. Enter the user information. The mandatory fields include:
  - First name
  - Last name
  - Locale
  - Home resource name (should always be ibis_home_menu)
  Note: If you do not enter a password, the user name is used as the password.
8. Click Submit.
You may also set up the default session parameters for the user in the iBIS User (ibis_ibis_user) resource. This resource is not on the menu and is used by TECSYS Professional Service representatives. For more information, see the iBIS Users help topic.
User Licenses

The next step is to add licenses to the user in the User Licenses (md_user_license) view.
All licenses are from the ibis database.
There are 5 different types of licenses available:
- Web Services – required for third party functionality.
- Full – required for viewing and maintaining views in PointForce iTopia.
- Read Only – required to view views in PointForce iTopia only.
- External Analysis – required for Analyze with Excel functionality.
- External Editing – required for Edit with Excel functionality.
Note: The Read Only license should never be combined with either the Full or Web Services licenses.
For details on each field in the User Licenses view, please see the User Licenses topic.
In order to add licenses to a user, follow these steps:
1. To open the User Licenses view, enter md_user_license in the search field on the home menu and click Go or select the Licenses related resource from the Detail page of the Users view.
2. On the user licenses view, we are going to create license records for our new user (user01) based on the existing system user. On the User Licenses view, enter system in the user name field and ibis in the database name field.
3. Click Search.
4. Three license records display: full, read_only and web_services. (Please note that the system user has been granted Read Only and Full licenses. We do not recommend this combination.)
5. Select the records required for the new user. In this case, we want both the full and web_services licenses.
6. Click icon, and then select the Edit with Excel option.
7. Excel opens with the records selected from the view.
8. In this example, we are setting up user01. Change the User Name column from system to user01.
9. Open the TECSYS iTopia folder on the spread sheet and then click Save.
10. A Save Status window opens identifying the number of records created, number of records updated and number of invalid records. Here is an example of a Save Status window:
11. Once the records have been created, close the Excel spreadsheet (without saving it).
12. When you return to iTopia, you must refresh the data in the User Licenses view to see the new licenses created for user01.
User Roles

Next we will add roles to the user in the User Roles (md_user_role) view.
- Roles are applied to users to enable access to specific views.
- All roles that come preloaded with PointForce iTopia begin with ibis.
- Roles are created and maintained in the Roles (md_role) view.
- Roles are based on resources (views) and the permissions granted to each resource. You can view all roles, resources and permissions supplied with PointForce iTopia, in the Role Permission Summaries view.
  - For example, PointForce iTopia ships with an AP role entitled: ibis_ap.
  - This role is based on every resource (or view) that is associated with the AP module.
For more information on the Roles view, please see the Roles topic, and for more information on the Role Permission Summaries view, please see the Role Permission Summaries topic.
In order to add roles to a user, follow these steps based on both the create and edit with excel functionality:
1. To open the User Roles view, enter md_user_role in the search field on the home menu and click Go or select the Roles related resource from the Users detail page.
2. To add a single role, click Create at the bottom right of the window.
  - Enter the user name in the user name field, for example user01.
  - Enter the role name in the role name field, for example ibis_ap.
  - Click Submit.
3. To add multiple roles to a new user, use the edit with excel functionality:
  - Open the User Roles view.
  - Enter the user name from which you want to copy the roles in the user name field. For example, enter sample_user.
  - Enter ibis* in the role name field.
  - Click Search.
  - Select the roles you want to apply to the new user by clicking the check box on each row.
  - Click Use Selected Rows as Criteria for Action icon, and then select the Edit All Records with Excel option.
  - Excel opens with the records selected from the view.
  - In this example, we are setting up user01. Change the User Name column from sample_user to user01.
  - Open the TCESYS iTopia folder on the spread sheet and then click Save. Here is an example of the spread sheet after you click save:
  - Once the records have been created, close the Excel spreadsheet (without saving it).
4. When you return to iTopia, you must refresh the data in the User Roles view to see the roles added to user01.
User Restrictions
Adding restrictions to a user through the User Restrictions (md_user_domain_rls) view is an optional step that allows you to restrict a user to viewing specific information only. For example, a restriction can be set up to allow a user to only view the data for a specific warehouse or company (in a multi-company environment).
For details on each field in the User Restrictions view, please see the User Restrictions topic.
In order to add a restriction to a user, follow these steps:
1. To open the User Restrictions view, enter md_user_domain_rls in the search field on the home menu and click Go, or select the Restrictions related resource from the Detail page of the Users view.
2. On the user restricitons view, we are going to create a restriction record for our new user (user01) that limits the user to viewing/working with information for warehouse 01. On the User Restrictions view, click Create.
3. The User Restrictions > Create page opens. There are 3 mandatory fields on this page:
  - User Name - enter the user name. Following our example, enter user01.
  - Databse Name - enter ibis.
  - Domain Name - enter whse.
4. Click Continue.
5. The next page that displays has 2 mandatory fields:
  - Read Criteria Value - enter 01 to indicate that the user has read access for warehouse 01 only.
  - Write Criteria Value - enter 01 to indicate that the user has write access for warehouse 01 only.
6. Click Submit.
7. Click to return to the Search Criteria/Results page.
8. Click Search to refresh the information on the User Restrictions view. You will see a new record for user01 for read and write access to warehouse 01.