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The information on this page outlines how to update the settings for an individual user. To update settings for multiple users at the same time, use the Bulk Update tool. |
Click the Phocas menu button > Administration > Users to open the Users screen, then click the user’s name (blue link) to open the user maintenance form.
The user maintenance form allows you to view and change a user's permissions, functionality and other settings. The settings are organized into several tabs. Depending on your profile, you might not see all of the tabs.
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If you make any changes to any tabs on this screen (user maintenance form), ensure you click Save to save and apply those changes. If you click Close or move to a different tab, your changes are not saved. |
User tab
The User tab is divided into three sections; user information displays in the top section, followed by licence information and basic permissions underneath. It is essentially the same screen that you populate when you create a new user. The other tabs appear when the user has been created.
User information
Username (mandatory): The name the user will use to log in to the application. This usually matches a user's Windows network login.
Display Name (mandatory): The name displayed on the User menu.
Email: The user's email address. A user needs a valid email address to be able to receive subscriptions. New users on the current version of Phocas will be asked to enter an email address the first time they sign in, unless one has already been entered here.
Phone numbers: Information fields.
Group, Territory: These items make bulk updates easier and allow for filtering by group or territory from the View a list of all users screen.
These fields may be disabled for some Administration users, depending on your permissions. You need to have the Users: All Users setting selected in your profile.
When you add a new user, the Group and Territory fields are automatically populated with your own group and territory and show as disabled, unless you have the permission to assign groups (see point above).
If you have either the Users: Users In Same Group or Users: Users In Same Territory permission but not Users: All Users, both Group and Territory will be disabled.
Language: If language is left blank, the default system language will be used. Selecting a different language from the list will change all text in the product when the user next logs in; however, it does not change the names of measures, properties or dimensions, as these are defined by the data in each database.
Show splash screen: Controls whether a splash screen will be displayed when the user signs in.
Default home screen: Either leave this blank to present the user with a home screen listing the databases, dashboards and favorites to which they have access, or select a dashboard as their default home screen. You can only choose a dashboard to which they have access.
Timezone: The default timezone for the user. They can change this via their personal settings screen.
LDAP Authenticated? Indicates which authentication method has been used (only available on LDAP configured implementation). If checked, the user will be authenticated against the LDAP server, if unchecked, the user will be authenticated against Phocas. If the user is being added from a source other than Active Directory, an additional 'Password' field appears.
Windows or SQL user name: Only required for older desktop versions of Phocas.
Password
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Licence
View or change the user’s licence type, and add or remove CRM or Rebates licences.
Permissions
General:
Account Locked: If a user exceeds the limit on the number of login attempts they will be automatically locked out of their account. Untick 'Account locked' to unlock their account. For information on setting a limit on failed logins see Set your site's password policy
Detailed Logs: Controls whether every query by the user is recorded. If enabled, every query is recorded, along with export activity such as Save to Excel. The logs are viewable in the Usage tab (see below). Caution should be used when enabling this option as it can result in large quantities of data being collected, slowing the system down.
Folders: Selecting any of the folders displayed in this list allows the user to access the favorites and dashboards in the selected folder. Profile settings control whether a user can create or delete items.
Integrations: Selecting any of the integration tasks displayed in this list allows the user to access these actions from the grid.
Profile tab
The Profile tab controls which functional elements of Phocas are available to the user.
Profile type
You can select one of the following profile types:
A pre-defined system profile - These are common profiles created in the Profiles administration form and assigned to multiple users. They are usually: Viewer, Basic, Advanced and Administrator.
A ‘blank’ profile - The user has no enabled functionality. This means that they are able to run favorites that are in the folders listed on the User page and drill down on the resulting data, but they cannot create new favorites or change modes within the existing ones.
A 'user specific' profile - Each of the settings can be enabled or disabled for a specific user.
See Assign profiles to users for more information.
If a user has a Viewer licence, the Profile tab on their individual user maintenance form has the profile type grayed out.
Administrators with permission can edit a system profile or create a new profile by selecting Administration > Profiles from Phocas menu.
General profile settings
The profile settings are organized into the following sections:
Dashboards and Favorites - See Allow users to subscribe to dashboards and favorites
Financial Statements - These settings apply to the Financial Statements module:
Access Restricted Account Transactions - See Allow users to view restricted transactions.
The Manage Custom Statements See Allow users to customize financial statements.
Budgets and Forecasts - The Manage Budgets and Forecasts setting applies to the Budgets and Forecasts module. See Allow users to manage budgets and forecasts.
Databases
Collaboration - See Allow users to share dashboards and favorites.
Query - These settings determine what users can do in the grid. See also Allow users to export or copy data.
File Upload - See Allow users to upload files.
Administration - These settings apply to the Administration profile. They not for regular users, so should be assigned rarely. See Customize administrator permissions.
CRM and Rebates - These settings apply to the CRM and Rebates modules.
Databases tab
The Databases tab displays the available databases and you to manage user access to those databases. See Manage user database access and restrictions.
Favorites tab
The Favorites tab displays any personal favorites created by the user, as well as any favorites shared with them.
You can filter favorites by whether they are owned by the user (ones they have created), whether the user has subscribed to them (including frequency and delivery type) or by database. In the image below, the Is subscribed filter is active and has turned orange.
You can delete any of these favorites. Deleting a personal favorite permanently removes it from the system. Deleting shared favorites just removes if from the user's view, it remains for other shared users and the original author. Select the favorite, then click the Delete button.
Dashboards tab
The Dashboards tab displays any personal dashboards created by the user. You can delete any of these dashboards. Select the dashboard, then click the Delete button.
Usage tab
The Usage tab displays a Column chart illustrating activity information for the user's usage. Every time a user performs a query on the query screen, the count for that database and that day is increased. This includes whenever a new item (dimension, measure, property, and so on) is selected. Dashboard and chart queries are not counted. By default, the chart shows usage across all databases during the past 28 days. You can filter by a database or 3, 6 or 12 month period. See Monitor user activity.
Query Log tabs
If Detailed logging is enabled, this The Query Logs tab displays details for each query the user makes. This detailed logging records the date/time, the database, mode, dimension, period, any selections made and whether the result was shown as a chart or grid. Not all admin users will see this tab.
The Purge button against the user permanently deletes all recorded events.
The Refresh button re-queries the log and reloads the page.
Other (hidden) tabs
The user maintenance form contains some additional tabs not typically available to administrators, which are used by Phocas implementation and support consultants. These include Settings and Audit.