QUICK TIPS
Users and Security

The Member Tracking System has a Users security feature designed to allow or deny access to specific parts of the program and to track the events that occur in the program. 

Each person using the Member Tracking System should have their own User Name and password so each person can be accountable for the events that occur. 

'System' is the administrative level user that always has all security turned on.  It should ONLY be used by Vision to work in a full use mode in the program. 

There should be one user in each organization that has full use of the software.  All other users should have limited permissions depending on their position and need to know.

A user name and password will be disabled if someone attempts to log in with an incorrect password more than the specified number of times.  You can set this default in Organization Information on the Defaults tab.  Once a user name has been disabled, any user that has User Edit permissions can reset the password by going to the Users screen, choosing the user with the disabled password, and clicking the enable password button.

Follow the steps below to add a new User, Unit Permissions and Security features:

1. Open Users from the Main Menu

2. Click on the Add User button.

3. Type in a Login Name (can be anything), First Name, Last Name

4. Choose a Default Unit Code (this is the Unit that will be visible first when opening most screens).

5. Type in a password (can be anything) and Verify the Password by typing it again.

6. Click on Add

7. Click on the Unit Permissions tab and turn on or off the View and Modify features for each unit in your database.  NOTE: You cannot give a user permission to view or modify units you don't have permissions to view or modify.  Also, you cannot remove permission to view a user's default Unit.

8. Click on the Security tab.

9. On the left is a list of items that security can be turned on or off for.  As you click on each item on the left, you will see a new set of choices on the right.

10. click on each item on the left and turn on or off the View, Add/Edit or Delete 0ptions or the option to use the feature or not for each item.  Again, you cannot give a user permission to view, add/edit or delete options you don't have permission to view, add/edit or delete.

11. In a single unit organization, users can have full permissions. 

12. In a multi unit organization where the data is to be gathered into a central location, the users at the satellite units can have full permissions EXCEPT the Organization Information/Standards Tabs. These items MUST be View ONLY in order for the data to be gathered in a central location and be consistent.  the ONLY items that can have Add/Edit options in Organization Information are the Defaults/Local area and Defaults/station.

13. The User Events tab shows what each user has done in the program.  Most features are tracked and those that are not will be added in the future.

14. The User Messages are messages that can be setup when a user wants to see when other users perform specific tasks.  You can select which tasks you want to view on the User Message Configuration tab in Users.  these messages will appear when you open the program if any user has performed any of the selected tasks since the last time you logged in. They also appear here in case you need to review old messages. 

15. The User Message Configuration is the area that you setup which items you want to see as far as what other users are doing in the program.

16. The Help tab gives a brief overview of this information.

17. Passwords can be changed with the change Password button  on the bottom of the Users screen.

18. User Events can and should be purged because the table can become very large after a period of time.  click on the Purge button on the bottom of the User Events tab to purge events.  We recommend keeping everything for at least 3 months.  If you would like to print out the events before you purge them, close out of Users and click on Procedures from the Main menu.  Click on the Tools tab, and click on the Review User Events button. Select the date range that would provide all of the events you will be purging and click the Hardcopy button.  From here you can print the user events.

19. The Copy Security Settings button on the bottom of the Security tab allows you to copy the same security settings from one user to another.  This allows you to easily set up multiple users with the same security settings. 

Special Notes:

• Vision will NOT turn on permissions for a user without having permission from your software administrator.

• If you do not want your users to have permission to change user settings then turn OFF their ability to add/edit and delete in the users section.

• A user can NEVER modify their own permissions.

• When setting up permissions for the user section of the program, if a user is not given permission to view, add/edit and delete, they will still be allowed to enter users and view their own General tab, Unit Permissions, User Events and User Messages.  however, they will not be able to view any other users.  This differs from the security on the rest of the program.  For example, if a user doesn't have permission to View, Add/Edit or delete Calendars, they simply are not allowed to enter the Calendars section of the program.

• Use the Review user Events tool in Procedures to view all user events.  On this screen, you can specify a date range, and filter by user and/or event.  You can also print the events.

Vision Computer Programming Services, Inc.
685 Main Street, Suite C
Safety Harbor, FL 34695
(888) 425-6964
Email: email@visioncps.com 
Web Page: www.visioncps.com

Contents Copyright ©2010 Vision Computer Programming Services, Inc.