User Security and Options

This facility allows you to create new Users, define which screens, reports and views can be accessed, and how that User can adjust their available screens.

When a site has multiple users, maintaining individual security settings to modules, reports Inquiries in Ostendo can become difficult. Therefore it is suggested that a Parent-> Child relationship be setup between 'Role Users (Parent)' and actual users (Child).

eg: Sales Role user with all appropriate reports etc.. specific against this user. Then you only need to setup the individual Sales users and link (Inherit settings) them back to the Sales Role user. This means you will only every need to maintain the Parent Sales Roles user.

Ostendo usernames are case 'insensitive' however Ostendo always stores this in uppercase . This enables email addresses to be used as usernames to identify users rather than a short code name.

The Username automatically populates into the Login Username field upon logging into Ostendo. This will be based upon the last person to log into Ostendo from that same client machine.

Users Tab

This panel allows you to create or remove Users.

Display fields

Username: Display only field showing the current Username for this person or department

First Name: Display only field showing the First Name of the User

Last Name: Display only field showing the Last Name of the User

Administrator: Display only field showing if this person has ‘Administrator’ rights. I.e. full access to all parts of Ostendo

Buttons

Close: This will close the User Security screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: This will bring up a panel for entry of the new User as follows:

Username: Enter a Username for this person. Duplicate Usernames not allowedNB: Once this is set for this user, you cannot amend this later.
First Name: Enter the User’s first name . This can be amended later is required
Last Name: Enter the User’s last name. This can be amended later is required
Normal User or Administrator: select the radio button that will apply to this user noting that an Administrator has unrestricted access to all areas of Ostendo.NB: Once this is set for this user, you cannot amend this later.

Click the ‘OK’ button when complete

Save: Not applicable to this panel

Cancel: Not applicable to this panel

Delete: This will remove the current highlighted User record

Copy User: If you select a current User and click this button then all the access information held against the current user will be copied to the new user after completion of the following information:

Username: Enter a Username for this person. Duplicate Usernames not allowedNB: Once this is set for this user, you cannot amend this later.
First Name: Enter the User’s first name. This can be amended later is required.
Last Name: Enter the User’s last name. This can be amended later is required
Normal User or Administrator: select the radio button that will apply to this user noting that an Administrator has unrestricted access to all areas of Ostendo

Click the ‘OK’ button when complete

Reset PW: If you select a current User and click this button their password will be reset to ‘pass’. (or the default password defined in Password Strength) This is useful if that User has forgotten their password. They should immediately use the screen File>Change Password and reset it to their own requirements.

This panel allows you to define which screens and reports a User has access to. If the User has ‘Administrator’ rights, or the User's 'Inherit Security From' checkbox is 'checked', then this panel is not available.

Display fields

Category: Display only field showing the Main Menu Category

Access Granted: ‘Check’ the checkbox to denote if this User has access to that screen. You may speed up this process by using the ‘Check All’ and ‘Uncheck All’ buttons described below

Buttons

Close: This will close the User Security screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

Check All: You can click this button to ‘Check’ all screens in the system or just the current highlighted category

Clear All: You can click this button to ‘Uncheck’ all screens in the system or just the current highlighted category

User Options Panel

This panel allows you to set features by User.

First Name: This is initially set when the user is created, however can be amended here if required.

Last Name: This is initially set when the user is created, however can be amended here if required.

Alert Screen not displayed on login: If this is not ‘checked’ than the Alert Panel will automatically display immediately after sign on. If this is ‘checked’ then the Alerts Panel will not appear and the User will have to click on the Alert Icons at the bottom-right of the screen to view current Alerts.

Flag Announcements as Read: This flag must be ticked if the user is enabled to mark an Ostendo announcement as Read.

Ostendo Announcements are indicated on the Main Header Bar of the Ostendo main screen. Clicking on this Announcements heading will display the Announcements List Screen. Announcement details are shown by clicking on the Detail tab. From this Detail screen, users can press the Email button to forward the Announcement to anyone who may have a need to know.

The Announcements icon is displayed for all users and cannot be turned off.

No External GL Posting: If this is 'checked' then the user account is not used to post to the linked external Accounting System in background.

Allow remove active users: This option is available to users Not marked as Administrators and allows the user to remove Active Connections to the database. (Care must be taken using this function)

Allow Approvals: If this is ‘checked’ then the approvals process will be visible to this user. If not checked then approvals must be carried out by an ‘approved’ person before the relevant process can go to the next step

Allow Site Change: A User is normally limited to transactions within the Site name linked to this User (see 'User Site Name' below). However if this is 'checked' then this User can change sites if required

Allow Purchase Approvals: If this is 'checked' then the user can carry out approvals to the limits specified in Purchasing>Settings>Purchase Approvals

Allow Inventory Site Change: If this is 'checked' and the previous checkbox (Inventory Availability by Site) is also 'Checked' then this User can select the specific Site from which to display the Inventory Availability.

Blind POS End of Day: If this is 'checked' then this User can see the X-Report in POS End of Day but that report will not display the Till Balance, Office Balance, and Variance Columns. The User can only enter the Closing Balance amounts

Inventory Availability by Site: If this is 'checked' then this User can only view Inventory Availability for the Site identified in field 'User Site Name' (see below). If this is not 'checked' then Inventory across all sites will be evaluated

Disable Graphic Plant View Editing: If this is 'checked' then the user is not allowed to edit the Graphical Plant View displayed via Requirements>Graphical Plant View. If this is not 'checked' then changes may me made by clicking the 'right mouse' in the View and selecting 'Edit Plant View'

Can only Create Prospect: If this box is ticked, then this user can only create prospect records, not customer records.

Disable Preview Export: If this is 'checked' then the ability to export the report into all formats excluding PDF from with the Print Preview screen is disabled.

User Site Name: From the drop-down list select the Site to which this User is linked. All Orders generated by this User will contain this Site Reference in the Order Header record. This facility allows for Orders and their Financial Transactions to be segregated by Site

Default Assignment Profile: Select the default Profile for this user when using the Assignment Board.

Default Ops Centre Company Type: Select the default company type when using Operations Centre.

Purchase Order Alert Limit: If this User raises a Purchase Order that is greater than this amount then an Alert will automatically be generated and ‘posted’ to the User identified against the Alert message

Login Script: If this has a linked Script (created viaFile -> Scripting Configuration -> Script Editor) then whenever this User signs into Ostendo then this script will be run. This is useful, for example, if the User is restricted to a specific screen, or an information panel is displayed with current data prior to actually going into Ostendo.

Restrict Inventory Transactions to User Site: Select to restrict this user to only process Inventory transactions relating to their linked User Site Name

Inherit Security: This marks this user to Inherit their Security settings from the next entry of 'Inherit Security From'

Inherit Security From: If this is 'checked' then the adjacent field becomes active from which you can select another User. This feature enables you to create a 'Group User' (Example: Sales Department) that contains the allowable Screens and Reports for this 'Group User'. All other Users linked to the 'Inherit Security From' User will automatically use the 'Group User' Screen and Reports Access criteria

Turn Off Tile Display: Select this option to turn off Ostendo desktop Tiles from being displayed for this user.

Tile Collection Name: Used in conjunction when the above setting is turned off. This allows you to link this user account to an already defined Tile Collection.

Save Grid Layouts: Any changes made to the Grid Layouts such as moving columns, resizing columns, etc will be saved when the User exits Ostendo and will remain until changed by the User in the relevant screen or the ‘Reset’ button selected.

List Customising: Any changes made to the Customising of Lists such as adding or removing columns or amending their sort sequence will be saved when the User exits Ostendo. This will remain until changed by the User in that screen or the ‘Reset’ button selected.

Save List Filter Conditions: If this is ‘checked’ then any filter conditions set in 'List' screens will be retained for this User and can be used the next time the screen is displayed. If more than one Filter Condition has been used then each condition will be available for selection by clicking on the drop-down arrow to the right of the current selection

Auto Activate Filtering and Sorting: If this is ‘checked’ then Ostendo will automatically filter the data in line with the last filter condition (if the above 'Save List Filter Conditions' button has been 'checked'). This feature is present because if there is a large amount of data to display then the filtering and sorting can take a short while every time you enter this screen. If this feature is NOT checked then the screen is not filtered and the response is quicker. You then have the option to Filter the data within the screen itself.

Disable Grid Print / Export: If this is ‘checked’ then the option to print or export the current grid will not be allowed.

Allow Change of Customer Calculated Prices: The Sales Order Line, Job Order Line, and Direct Invoicing Line screens contain a field called ‘Std Price’. This is the system calculated Sell Price. If this field is ‘checked’ then this User will be allowed to amend this base Sell Price

Hide Descriptor Buy Price: If this is 'checked' then the user cannot see the Descriptor Buy Price in the Descriptor Master screen

Hide Item Buy Price: If this is 'checked' then the user cannot see the Item Buy Price in the Item Master screen

Hide Assembly Costs: If this is 'checked' then the user cannot see Assembly Costs in the Assembly Order screen

Display Sales Costs: If this is 'checked' then Order line costs are displayed in the Job and Sales Order Lines screens.

Hide Purchase Receipt Cost: If this is 'checked' then this User cannot see any costs during the receipt process in Purchasing. The (hidden) cost used will either be the Purchase Order Price if receiving against a Purchase order or the Buy Price from the item/Supplier price record and will default to the Item Buy Price if an Item/Supplier record does not exist.

Cannot change order prices: If this is ‘checked’ then this user will not be able to amend the system evaluated Sell price against Sales Order Lines, or Sell Price against Job Order Lines. If not checked then no restrictions will be enforced

Enable Option Price Change: If this is 'checked' then this User can amend the Sell Prices during a Features and Option product configuration

Allow Pricing Matrix Exclusions: If this is 'checked' then the user is allowed to exclude the pricing matrix within the Overrides tab of Sales and Job Order screens.

These fields will be used to automatically generate the default email signature that Ostendo generates 'on the fly'if no HTML Signatureexists for this User

Email Address: This email address will form part of the default HTML Signature if no specific HTML Signature has been set for this user

Signature Company Position: This Company Position (eg: Senior Marketing Manager) will form part of the default HTML Signature if no specific HTML Signature has been set for this user

Signature Mobile Number: This Mobile Number will form part of the default HTML Signature if no specific HTML Signature has been set for this user

Html Signature: This option allows you to optionally set a personalised HTML Signature.(NB: If no signature is specified here, a Default Signature is created using the fields above)

The "Set / View Html Signature" button allows you to specify HTML code to generate a signature.

This screen is divided into an Upper section and Lower section

Upper Section:

Type or paste in your 'marked up' text etc HTML code for your signature. You can simply use a free online WYSIWIG HTML editor to generate this code, then paste it into the upper section of this screen.

Lower Section:

Once you have pasted the marked up code in the upper section, it will show the HTML content in this Lower Section.

(NB: The persons names and Company and other details are included in the mark up)

To create or modify the standard default signature for a user, paste in the contents below. (Amend the text shown in blue as required)

Email Signature

John Smith |Senior Marketing Manager

ABC Corporation

m:+1 (234) 567-8900

e:john.smith@company.com

w:www.company.com

This email and any attachments are confidential and may be privileged. If you are not the intended recipient, please notify the sender and delete this message.

Desktop Views Panel

This panel allows you to select the Desktop View that will be used by this User. The Views themselves should already have been created via the Report and Views Developer function (File -> Reporting Configuration -> Report and View Developer)

Display and Entry fields

Enable Desktop Views: If this is ‘checked’ then views will be enabled when the User signs onto Ostendo.Care should be taken here not to define a View or Pivot that may take a while to generate otherwise this will delay the user from using Ostendo until all linked Views etc.. have been generated.

There are four independent Views that can be specified. Each View contains the following fields.

View Type: From the drop-down list select the Type of View. The options are:

Analysis
Chart
Pivot

If you do not wish to display this view on the Desktop then select the ‘blank’ option

View: Only active if a View Type is selected. This drop-down will show all available Analysis, Chart, or Pivot Views from which you should make a selection

Auto Refresh: If this is ‘checked’ then the View will be refreshed at the time interval defined in the next field taking into account the current data within Ostendo. If this is not ‘checked’ then you can still refresh the View within the Desktop by clicking on the ‘Refresh’ key that appears above each View

Refresh Interval: If the previous field is ‘Checked’ then enter the refresh time interval in this field. The time intervals are in minutes starting at a minimum of 1 minute.

Workflow Panel

This panel allows you to define multiple Workflows that are available to the User on the Ostendo Desktop

Display and Entry fields

Enable Workflow: ‘Check’ this checkbox to enable a Workflow to be displayed on the User’s Desktop

Start on Workflow when Desktop Views are also enabled: This is only active if 'Enable Workflow' checkbox has been 'checked'. If this is ‘checked’ then this becomes the default Desktop display if the Desktop Views have also been selected for display in the ‘Desktop Views’ panel

Workflows Tab

Caption: Enter a short name for this workflow. This will be presented on a button down the right side of the User's Desktop

View Name: Click in the View Name field and select the Workflow from the Graphical View Lookup.

Sequence: This is prefilled with a sequence number that defines the order in which the Workflow buttons are presented on the User's Desktop. You can amend this sequence here if required

Preview Tab

This looks at the selected Workflow and displays a preview of its contents. You can migrate through the Workflow by clicking on the Graphic Buttons, etc. However, linked Screens, Reports, Scripts, etc, are not active.

Operations Centre Exclusion Panel

This panel allows you to exclude selected Operations Centre features by User.

Display and Entry fields

Type Excluded: From the drop-down list select the Type to be excluded. The options are:

Activity

KPI

Statistic

Name: From the drop-down list select the Name to be excluded. The content of the drop-down varies dependent upon the Type selected above. I.e.:

Activity: Only Operational Activities are displayed

KPI: Only KPIs are displayed

Statistic: Only Statistics are displayed

Buttons

Close: This will close the User Security screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: Adds a new line for linking to a new Workflow

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

Delete: Deletes the current highlighted Workflow from this list