How Do I Add a New User to the System?

When adding a new user to the system, there is some research about that user that really should be completed before adding them to your system. You will need some general information like their name, phone and email information, but also what role they will be playing in the usage of the system. Are they going to be a consumer, meaning a viewer of documents? Are they going to be a producer of documents involved in the creation or modification of documents meaning they will need additional applications installed on their workstation, and if so, what Suite components will those be? Are they going to be an administrator in the system meaning they will need even greater network access rights than a producer will require? We have a handy (New User Request) form for capturing this type of data and more that you can even register as a form in your system and allow it to be used by other users as the need arises.

Enter into the Suite Desktop as a user with User privilege, and select the + sign next to Administration to expand the list of Users.

1. Click Users in the left pane.

2. Click the right-mouse button on Users.

3. Click New.

You will receive a series of eight tabs when adding users.  It is not necessary to enter information into each tab.  Below is a summary of those tabs.

Rules for Adding Users

The User Name field has the following criteria:

• Automatic default to UPPER CASE (i.e. all capital letters)
• No spaces allowed
• 20-character limit

The Password field has the following criteria:

• Automatic default to UPPER CASE (all caps)
• No spaces
• 12-character limit

General Tab

It is important to enter information in the First Name and Last Name fields.  The first and last names are displayed when creating lists (e.g. routing, paper distribution and electronic distribution). This user was set up to use Windows Authentication instead of a password.

Contact Tab

Input into this tab is optional and is not critical for Desktop/Document Manager purposes but it is important for other modules such as Audit Manager, Corrective Action and Quality Planner. The phone and or fax number are used to populate fields on forms filled out by those applications and you cannot edit them directly in the form, only by completing it here.

Click the Apply button when finished, or you may enter information in all eight tabs and then click the Apply button to save all changes at one time.

Internet Tab

Input into this tab is optional and is not critical for Desktop/Document Manager purposes. They are not active fields. In other words, you could not click on an email address and have it open a new message in Outlook. The email information is Critical if you plan to take advantage of our Suite Notify component to deliver notifications in concert with your email system. The email information is also used to populate information in forms in Quality Planner project documents and Corrective Action output. These fields cannot be edited via the form, rather they are populated using only data on this tab.

The next two tabs are where you can go to indicate what kind of user you are adding (e.g. administrator, producer, or consumer).

The Privileges tab allows you to add privileges that are specific to the individual user you are in the process of adding.

The Groups tab allows you to add a user to an existing group. That group may or may not have privileges associated with it. If the group has associated privileges, everyone in that group will have the same privileges.

We encourage the use of Groups since it is considered more efficient, thereby saving time.

Privileges Tab

Users must have “New Document” privilege in order to create, edit and register documents into the Suite system. This can also be accomplished by making these types of users a member of the ‘Producers’ group on the next tab.

1. Click the Privileges tab. It is the fourth tab on the right.

2. Click the New Document line in the Available Privileges box.

3. Click the Add button OR double-click over the privilege to assign the privilege to the user.

4. Click the Apply button when finished, or you may enter information in all eight tabs before clicking the Apply button.

System Privileges

Function privileges give users access to specific functions of Desktop.  Other than New Document privilege, most privileges should only be given to the Desktop Administrator(s).  However, the Administrator may wish to assign one or two users to help them enter and maintain your Desktop administrative data, and will need to give those users some of the other privileges.

Function privileges do not control access to individual documents.  Access levels to documents are assigned as part of the registration and maintenance of the documents.

Function privileges and what they allow a user to do are:                      

Groups Tab

1. Click the Groups tab. It is the fifth tab on the right.

2. Add the User to the Consumers group. EVERYBODY is a Consumer. You add them to the group by double-clicking on the Available User Group or highlighting the Available User Group and selecting the Add button.  (Notice the Producers Group has the privilege of New Document associated with it and Administrators has every privilege except Master.)

3. Add the User to any other desired group.

4. Click the Apply button when finished, or you may enter information in all eight tabs and then click the Apply button to save all changes at one time.

Repositories Tab

1. Click the Repositories tab.  It is the sixth tab on the right.

Document Manager uses centrally located storage areas called repositories for document and data storage. Although a user can choose to store documents in other locations, repositories are recommended for the added security and document control they provide.

Repositories can be assigned in two different ways:

1) Individually – Assigning each individual a privilege.

2) Groups – Assigning privileges to User Groups, thus assigning the privilege to the Users populating that User Group.

Many administrators prefer to manage by group instead of individually and we can support either preference. In this case, we added user access to three repositories and assigned a user default at the bottom of the tab.

Directories Tab

Click on the Directories tab. It is the seventh tab on the right.

One of the benefits of using the Suite is that all documents stored in a repository are compressed, making them more secure. In order to avoid having to decompress each file every time you select it, the Desktop copies each decompressed file into a document cache.  This protects the original document and makes it faster to view the document a second time since the document is already available in your cache (the Desktop checks to make sure the copy in your cache is the most recent revision).

Most Users do not need a special document cache and should use the cache set up by Desktop during installation. Only Users who work at more than one work station, or those who work on sensitive documents at a shared or non-secure workstation require their own cache. When it is necessary to assign a document cache, select secure areas (network directories with limited read/write access).  The default cache is c:\Powerway\Cache or c:\WPGSuite\Cache depending upon the age of your work station set-up.

Desktop Preferences Tab

The Desktop Preferences provides the System Administrator (MASTER) with the ability to customize each user’s Desktop.  The Desktop Preferences feature controls each individual’s access to only those tree items applicable to his/her role as it pertains to the Suite Desktop.  In other words, you see only what you need to see.  Only the System Administrator and the backup Users should have System Information in their Tree Items to Show.

2. Click the box  beside System Information to deselect that tree item.

3. Click the Apply button when finished to save changes in every tab.

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