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.


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:

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Username: Enter a Username for this person.  Duplicate Usernames not allowed NB: Once this is set for this user, you cannot amend this later.

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First Name: Enter the User’s first name NB: Once this is set for this user, you cannot amend this later.

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Last Name: Enter the User’s last name NB: Once this is set for this user, you cannot amend this later.

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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:


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Username: Enter a Username for this person.  Duplicate Usernames not allowed NB: Once this is set for this user, you cannot amend this later.

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First Name: Enter the User’s first name NB: Once this is set for this user, you cannot amend this later.

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Last Name: Enter the User’s last name NB: Once this is set for this user, you cannot amend this later.

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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’.  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.

 

 

Security Access Panel

 

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. 



General Options

 

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 via File -> 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

 


Tile Options


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.



Grid Options


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.

    • Reset (Grid Layouts): If this button is pushed then all Grid Layouts will revert to the Ostendo basic format.


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.

    • Reset (List Grids): If this button is pushed then amended List Grids will revert to the Ostendo basic format.


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.



Costs & Prices


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.



Email

 

Email Client: Upon creation of a new User this is prefilled with the settings obtained from the System Settings screen but can be amended here if required and made specific to this User.  From the drop-down list select the preferred method by which you wish to send emails.  The Options are Outlook or Other.

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If you choose 'Other' then you are required to inform Windows that the message being sent uses the Email Service as defined in your Windows setup.  The generated email will be in Text Format.

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If you choose 'Outlook' then this informs Ostendo that you are specifically using Microsoft Outlook and this provides the opportunity to use .rtf formats for your email is required.  If the 'Incl Signature' checkbox is 'checked' then the email will automatically contain your Outlook signature.


Incl Signature (Outlook):  Upon creation of a new User this is prefilled with the settings obtained from the System Settings screen but can be amended here if required and made specific to this User.  This will become active if 'Outlook' is chosen as the Email Client.  If you 'check' this checkbox then your Outlook Signature will also be included in the email message.


Prefix:  Not used if Email Client is set to Outlook. Upon creation of a new User this is prefilled with the settings obtained from the System Settings screen but can be amended here if required and made specific to this User.  If 'Other' was chosen in the previous field then this is required to inform Windows that the message being sent is an Email message (rather than a Fax, etc). It is recommended that the system default of smtp: is left unchanged.

  

Email Address:  Enter the default email address for this user.

 


 

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:

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Analysis

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Chart

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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

 

Disable Workflow Editing: If this is ‘checked’ then the User cannot amend the layout or linkages on the Workflow.  This is normally achieved by clicking the 'Right Mouse' when in the Workflow screen

 

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

 

Workflow File Name: Locate the Workflow file (ending in .dat) from within the computer network and select it.  The full file path must be entered (or selected).

 

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