Security Maintenance: User Maintenance

Field or button

Description

Current Users

This is a list of current users.

User ID

This is the user's login user name.

Name

This is the user's name.

Operator Code

This is operator code associated with this user ID.

Operator codes are used for reporting purposes in Vision. This is what the operator enters at the Operator prompt prior to gaining (or being denied) access to a process in Vision Back Office.

Valid Companies

This is a list that allows you to control which companies the selected user can access in the Vision GUI. This list of valid companies is called My Companies for the selected user, and it is used as the default filter when the user conducts customer searches. It is not a required field.

If you select one or more companies from this list, the data in several areas of Vision is filtered automatically for this user; only the data that pertains to the selected companies is shown. For example, if company 02 is selected for a user but company 01 is not, then:

• When this user searches for a customer on the Customer Profile screen (on the Customer Service tab), the default company search filter called My Companies (which is company 02 for this user) is used, and only customers associated with company 02 are listed in the search results. If any customers are associated with company 01 but not company 02, they will not be listed in the customer searches.

This logic also applies to the Search screens (on the Home Page tab and on the Customer Maintenance tab).

Note: Users can override the My Companies filter and select All Companies or a specific company if necessary. In order to be able to do this, they must  have the proper security privileges. (The Override Company Filter job function needs to be assigned to one of the user's roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab.)

• When this user looks up a transaction on the Recent Transactions screen (on the Customer Service tab), the transactions associated with company 02 are listed. If any of the transactions are associated with company 01 but not company 02, they will not be listed in the inquiry.

This logic also applies to the Order Inquiry screen and the AR Inquiry screen (both on the Customer Service tab).

If you do not select any companies for this user, then the system does not filter data by default; the user has access to all of the information.

Setting up this list can help users save time. For example, if several companies are set up in Vision for your business, but some users do not need to have access to all of those companies, you can select only the needed companies for those users; that way, when those users perform customer and order searches, only results that apply to the specific companies are shown.

Default Warehouse

This a drop-down list of all warehouses. You can select one to make it the default active warehouse for a selected user. It is not a required field.

The system determines the active warehouse using the following hierarchy:

• If a default warehouse is associated with your user ID, anytime you use the Customer Service tab, the system makes this warehouse the active one and adds it to the Active Data Bar.

• If a customer is selected on the Customer Service tab, the default warehouse for the customer's ship to location (if established) becomes the active warehouse, overriding any user-assigned default one.

• If a user selects a different warehouse on the Current Order screen, this warehouse overrides any others, and the system makes it the active warehouse.

When product searches are done on the Product screen or the Current Order screen of the Customer Service tab, the product search results are based on the active warehouse. In other words, these screens use the active warehouse as a filter, helping you to narrow your search results.

For example, let's say that one of your company's customer service reps takes orders for a specific warehouse. If a default warehouse for that customer service rep is set up for his or her user ID, it will help he or she narrow the list of products listed on the Product screen. If a default warehouse has been established for a selected customer ship to, it will appropriately override any user-ID-triggered default warehouse.

Valid Sales People

This is a list that allows you to control which sales reps the selected user can access in the Vision GUI. This list of valid sales reps is called My Sales Representatives for the selected user, and it is used as the default filter when the user conducts customer searches. It is not a required field.

If you select one or more sales reps from this list, the data in several areas of Vision is filtered automatically for this user; only the data that pertains to the selected sales reps is shown. For example, if sales rep 004 is selected for a user but sales rep 003 is not, then:

• When this user searches for a customer on the Customer Profile screen (on the Customer Service tab), customers associated with sales rep 004 are listed. If any customers are associated with sales rep 003 but not sales rep 004, they will not be listed in the customer searches.

This logic also applies to the Search screens (on the Home Page tab and on the Customer Maintenance tab).

Note: Users can override the My Sales Representatives filter and select All Sales Reps or a specific sales rep if necessary. In order to be able to do this, they must  have the proper security privileges. (The Override Salesman Filter job function needs to be assigned to one of the user's roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab.)

• When this user looks up a transaction on the Recent Transactions screen (on the Customer Service tab), the transactions associated with sales rep 004 are listed. If any of the transactions are associated with sales rep 003 but not sales rep 004, they will not be listed in the inquiry.

A customer is associated with a sales rep on the customer level and/or the ship to level.

This logic also applies to the Order Inquiry screen and the AR Inquiry screen (both on the Customer Service tab).

If you do not select any sales reps for this user, then the system does not filter data; the user has access to all of the information.

Setting up this list can help users save time. For example, if many sales reps are set up in Vision for your business, but some users do not need to have access to all of those sales reps, you can select only the needed sales reps for those users; that way, when those users perform customer and order searches, only results that apply to the specific sales reps are shown.

Roles Available

This is a list of roles that have not been assigned to the user currently selected.

To see what functions are associated with a role, rest the mouse pointer over the role; a ScreenTip listing the associated job functions is displayed.

Roles Assigned

This is a list of roles that are assigned to the user currently selected.

To see what functions are associated with a role, rest the mouse pointer over the role; a ScreenTip listing the associated job functions is displayed.

Make Same as

Click this button if you would like the current user to have the same roles as a different user.

>

Click this button to move any selected roles from the Roles Available box to the Roles Assigned box.

You can select multiple roles using standard Windows conventions, and then move them all at once. For example, to select multiple consecutive items in the list:

1. Click the first item you would like to select.

2. Press and hold Shift while clicking the last item.

3. Click the move right (>) button.

— or —

Double-click the selected items.

To select multiple nonconsecutive items in the list:

1. Click the first item you would like to select.

2. Press and hold Ctrl while clicking the next item. Repeat until all appropriate items have been selected.

3. Click the move right (>) button.

— or —

Double-click the selected items.

>>

Click this button to move all roles from the Roles Available box to the Roles Assigned box.

<

Click this button to move any selected roles from the Roles Assigned box to the Roles Available box.

You can select multiple roles using standard Windows conventions, and then move them all at once. For example, to select multiple consecutive items in the list:

1. Click the first item you would like to select.

2. Press and hold Shift while clicking the last item.

3. Click the move left (<) button.

— or —

Double-click the selected items.

To select multiple nonconsecutive items in the list:

1. Click the first item you would like to select.

2. Press and hold Ctrl while clicking the next item. Repeat until all appropriate items have been selected.

3. Click the move left (<) button.

— or —

Double-click the selected items.

<<

Click this button to move all roles from the Roles Assigned box to the Roles Available box.

E-Catalog URL

If your system is integrated with an electronic parts catalog, type in this field the web site address of the catalog that the selected user would access from the Catalog button on the Product Management tab. For more information, refer to Overview of electronic catalogs.

For example, if the home page for your web site, as you would typically type it into an Internet browser, is http://vision.tsh.com/login.asp, you should type only vision.tsh.com, and the default web page for the site should be set to login.asp.

If you are adding a new user, the default web site address that was set up for your organization at implementation time is displayed in this field. You can override the default.

This field is displayed only if you are using the Auto flavor of Vision.

Accept

Click this button to save any changes that you have made.

Cancel

Click this button if you do not wish to save the changes that you made, and you wish to revert to your previous information.

Delete

Click this button if you would like to delete the selected user from your system.