Access and Security
Access and Security
Contents
Overview
User Access
Groups
Creating a new Group
Creating a Group from an existing record
Amending an existing Group
Viewing an existing Group
Deleting Groups
Operators
Creating a new Operator
Creating an Operator from an existing record
Amending an existing Operator
Viewing an existing Operator
Deleting Operators
Locking a STYLEman session
Menus
Menu items
Creating a new Menu Item
Creating a new Menu Item from an existing record
Amending an existing Menu Item
Viewing an existing Menu Item
Deleting Menu Items
System Menus
Creating a new System Menu
Group & Operator
Creating a new System Menu from an existing record
Amending a System Menu
Viewing a System Menu
Deleting System Menus
Building up a System Menu from other menu contents
Example menu creation for a Group
Security
Permits
Creating a Security Permit
Creating a new Security Permit from an existing record
Amending a Security Permit
Viewing a Security Permit
Deleting Security Permits
Building up Security Permit sets from other Operator/Group settings
Ranges
Creating a Security Range
Creating multiple ranges for the same Range Item
Creating a new Security Range from an existing record
Amending a Security Range
Viewing a Security Range
Deleting Security Ranges
Building up Security Range sets from other Operator/Group settings
Auditing
Auditing Options
Creating a new Audit Option
Creating an Audit Option from another table’s settings
Viewing Auditing Options
Amending Auditing Options
Deleting Auditing Options for a table
System Audit Data View
Displays by Year and Period
Displays by Operator
Viewing an audit record
Clear System Audit Data
Overview
STYLEman has a variety of facilities available to allow user restriction within the system. Access into the STYLEman system is via a password for each Operator and an expiry time can be assigned to the password to minimize the chance of other users learning the code. In addition, if an operator needs to leave their desk it is possible to lock the STYLEman session to prevent use by another employee.
Bespoke menus can be created to restrict operator access to specific areas of the software and various levels of access control can be applied from windows down to specific database fields. It is also possible to restrict the value range that may be entered against a specific field. All these settings may be defined at system, user group or operator level. The security settings can also be defined for a specific company.
STYLEman also provides the ability to control auditing of database tables. If a table is selected for auditing all fields for this table will be included. Auditing can be performed for record creation, amendment and deletion; or any combination of these three options.
User Access
To access STYLEman a user has to log in using an operator code. Each operator is assigned to a group that can then be used to determine security settings and access to menus. For example all members of the finance department may be linked to a group called ACCOUNTS and the group assigned access to the sales ledger and the customer master tables. Operators and Groups can either be Web based (for use with the ManPacks system) or a direct user (providing access to the main STYLEman system): not both.
Groups
Groups are a ways of linking several operators together that perform similar functions within STYLEman. If groups are not required a single group must still be defined and all operators linked to it. STYLEman is provided with a single group called OSLGroup.
Creating a new Group
Groups are Menu ID 11 and can be found by selecting System Administration (menu Id 2) followed by Security (menu Id 10) from the standard main STYLEman menu (menu Id 1). All existing groups will be displayed (based on any filters that may be active) as shown below.
To create a new group click on “Record” within the main toolbar (or right click within the group listing) and select New Groups, or select the “new” icon, and the following window will be displayed.
Enter a group code name in the Group Code field and a description in the Group Name field. The group code may contain numbers or letters but not spaces.
The Web Group check box should be marked if the group is to be used for the ManPack module via the Internet. The group would then become available for selection within the Operators program if the operator were marked as a Web user.
Operators tab
It is also possible to add new operators at the same time as creating the group, or link existing operators to the group without exiting the current window. Click on the “New” button to access the operator creation program. The linked operators are then displayed after exiting from the operator program. OK or Apply must then be used to save the group before exiting the Groups window.
Notes tab
Up to 9999 pages of free text notes can be held against a group code and are for reference only. To enter notes against a group, click on the “notes” tab and select either the “new” or “Std Txt” button. “New” will display the following screen, which allows a description and free text to be entered in the details field or text from standard text pages to be inserted into the field.
The advantage of the “new” button is that standard text can be inserted and then mixed with group specific text. Using the “Std Txt” button from the notes tab just uses the standard text page and its description.
It is advised that the same page number is used against each group for a specific note type.
To save this new group and create a second group click on the Apply button. To save the new group and exit the program, click on the OK button.
Creating a Group from an existing record
Display a list of existing groups and highlight a particular group. Click on Record within the top toolbar (or right click on a group) and select Duplicate & Change Groups. The selected group details will be displayed without the list of associated operators.
The group code and name can be changed and optionally operators associated to the group as described in the previous section.
Amending an existing Group
An existing group can be accessed from a list view in several ways.
- Double click on a group from a displayed list
- Click on the “Open” icon
- Click on Record within the top toolbar (or right click on a group) and select Open Groups
- Click on Record within the top toolbar (or right click on a group) and select Find & Open Groups
The description field may be amended and operators added to or deleted from the group.
It is possible to add, view, amend and delete text pages within the notes tab.
Viewing an existing Group
The view option allows access to the group record in the same way as amending the record but all fields are greyed out to prevent any changes to the details. Only the view button is available against record lists and the OK and Cancel button therefore have the same function to exit the window as no changes have been made.
To view a group click on the “view” icon or select Record from the top toolbar (or right click a group) and select View Groups.
Deleting Groups
Display a list of groups and highlight one or more records. To select a range of groups click on the first required group, hold down the shift key and then click on the last required group. To select several groups within the list hold down the control key while clicking on each required group.
Once the groups have been selected, either click on the “delete” icon or click on Record within the top toolbar (or right click within the group list) and select Delete Groups.
If any of the selected groups have one or more operators associated to it an error will be displayed and deletion prevented. The operator(s) must be assigned to a different group and then the above process repeated.
Operators
STYLEman is accessed via an operator code and is supplied with the default user called OSLUSER. Every user must have a password and if they ever forget this password the STYLEman supplier must be contacted who will provide instructions to change the password. Every employee that uses STYLEman should have their own operator code and it is strongly recommended that users do not share employee codes.
Creating a new Operator
Operators are menu Id 12 and can be found by selecting System Administration (menu Id 2) followed by Security (menu Id 10) from the standard main STYLEman menu (menu Id 1). All existing operators will be displayed (based on any filters that may be active) as shown below.
To create a new operator click on “Record” within the main toolbar (or right click within the operators listing) and select New Operators, or select the “new” icon and the following window will be displayed.
Enter an operator code name in the Operator Code field and a description in the Name field. The operator code may contain numbers or letters but not spaces.
There are five tabs available to enter operator specific settings. The Details tab is mandatory and must be completed before entries are made against the others.
Tip: Any field prefixed by an * indicates a lookup is available by clicking the right hand mouse button.
Tip: Any field with a drop down arrow means a predefined list of values is available.
Details tab
Web Operator
If the operator is to access STYLEman via the Internet for the ManPacks module this check box should be marked and the Web Group Code field becomes available rather than the Group Code. An operator cannot be a Web user and a direct user. Therefore if an employee uses the main STYLEman system and the ManPacks module two operator codes will need to be created.
*Group Code & *Web Group Code
This is a mandatory field and is used to link groups of users together to define security settings and menus, for example at department level or by job type. The list of group codes available will depend upon the Web flag set against the group.
*Language Code
STYLEman is provided with the default language code of UK. The language code field must not be left blank because a blank language code is reserved for identification of standard records supplied as part of the software. For example all the standard menu items have a blank language code whereas all group or user menu items have a language code assigned.
The language code is especially important when creating standard text or operator/group menus because this allows text to be displayed in the operator’s own language. Text within windows can also be set up in different languages via the System Cross References option (menu Id 71) giving the potential for the whole of STYLEman to be displayed in the operator’s language.
This is an optional field but an e-mail address is required to enable notification of any completed batch processes. For example running any data rebuilds or day end processing.
*Queue Code
Queues are used to handle any large scale processing without tying up the operator’s terminal. Any program that requires batch processing will allow the user to select a queue code but the value entered in this field will be used as the default and automatically displayed in the program’s queue code field.
Operator Status
An operator can be defined as a standard or trainee user. This flag affects how various screens are displayed for data entry and amendment.
A standard user will see a single screen with tabs as shown in the above screenshot of the System Operator Dialogue. The user then clicks on each tab title to enter and view data.
A trainee user is guided through a series of screens that relate to each tab. For example a trainee would see the following screen when creating a new operator and then click on “Next” to get to the second screen to define start-up windows. Each screen is displayed in this way and the operator is only able to save the record at the last screen. The advantage of this method is that it ensures all relevant data is entered in an orderly fashion but this may be a slower method of entry when there are numerous tabs for a program such as style master entry.
Administrator
An administrator is able to amend existing details for other operators. All other operators are able to create new operators but only view the details of existing records. It should be noted that “standard” operators are still able to create security records for other operators. In addition, there is nothing to stop the user changing their status to become an administrator that would then allow them access to amend other users’ details. It is therefore advisable to set a security permit against the administrator field (FlagAdministrator within the SysOperator file) to only allow administrators amendment access to this field.
Data Location
This field should contain the directory path to hold the output from STYLEman reports that create .xls spreadsheet and pivot table data, for example the Sales Ledger Extract Requestor (menu Id 393) and the Customer Order Position Extract (menu Id 507).
Operator Status
An operator can be defined as active or discontinued. This field is checked at the time the operator tries to log in to STYLEman. A discontinued operator will receive an error message at login and be denied access to the system.
Enter Order in
This field is used in conjunction with two Company Parameters. The first parameter (Choose Qty View by Operator) defines whether entry type is defined at operator level. If set to Yes then the enter order value in the operator record is used. If set to no, the setting is determined by the setting in the company parameter of the same name as this field and the value entered in the operator record becomes redundant.
Password Details
Every operator must have a password to enable access to STYLEman and is entered by clicking on the Password Details button. This button is only available when creating a new operator.
The Duration Days value defaults to 000 and must be changed before saving the record. To prevent the password expiring set the Duration Days to 999. If a different number is entered the operator will receive a warning message when they log into STYLEman one week before expiry. Once the password has expired the user is prompted to enter the current password followed by a new password and confirmation of the new code. Alternatively the password can be changed at any time by clicking on tools from the top toolbar and selecting the Change Password option.
If an operator forgets their password it cannot be changed by selecting the Change Password option (as this requires the operator to already be logged in) or by amending the operator record. The STYLEman supplier must therefore be contacted to reset the password.
Startup tab
Once information has been entered in the details tab it is possible to define a list of programs that can be automatically opened when the operator logs into STYLEman in addition to their main menu.
Multiple open windows may not always be a sensible working environment, therefore STYLEman also has the option to add these programs to a “favourites” folder to be opened directly as and when they are needed rather than at initial log in. To add a window program to the favourites folder double click on the menu item within a tree list view to open the window and then click on Favourites from the top toolbar, followed by Add to Favourites. If the selected program is already a favourite the add option will not be available.
To create a list of required programs at login click on the New button and the following screen is displayed.
The * next to the Program Code field indicates a lookup facility is available. Right click the mouse to display a full list of window programs available within STYLEman.
To filter the list either click on the down arrow by the filter field to select an existing filter or click on the More button to create a new filter. The Get Records button will refresh the list based on the selected filter.
Click on Select to pick up the highlighted window and then click Apply to save the record and select another program or click on OK to save the record and return to the Startup tab.
Editor Panel tab
The Editor Panel allows a selection of dialogues (data entry programs) to be accessible from the main menu tree so providing a short cut for operators that perform certain tasks on a regular basis. For example, setting up colour codes or customer details.