User tab
The User screen is divided into two sections:
- User information fields (in the top section of the screen), and
- Basic permissions (bottom section).
It is essentially the same screen that you get when you create a new user, with additional tabs, although the new user screen contains an additional 'Passwords' section.
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, Phone, Mobile: Information fields.
Group, Territory: Groupings used to make bulk updates easier and allow for filtering by group or territory from the View users screen. These fields may be disabled for some admin users, depending on your permissions. You need to have 'Users: All Users' selected in your profile.
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. 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.
Permissions
- Administration: Allows the user to access Administration tools. This is not for regular users.
- Detailed Logs: Controls whether all user activity is recorded. If enabled, every query is recorded along with export activity such as 'Save to Excel'. The logs are viewable in the Usage screen of the user maintenance form. Caution should be used when enabling this option as it can result in large quantities of data being collected, slowing the system down.
- Folders: Ticking any of the folders displayed in this list allows the user to access the favorites and dashboards in the ticked folder. The user's Profile settings control whether he or she can create or delete items.
- Integrations: Ticking any of the integration tasks displayed in this list allows the user to use that particular task, which will be able to access from the main grid.
Profile tab
The Profile screen (shown in image below) controls which functional elements of the product are available to the user.
From this screen you can select a pre-defined system profile (Basic, Advanced or Administrator), select a 'blank' profile with limited functionality or create a user-specific profile.
- A pre-defined system profile. These are common profiles created in the Profiles administration form and assigned to multiple users.
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 elements can be enabled or disabled for a specific user. Note: When in user specific mode, clicking the section captions (such as 'Query' and 'Export') toggles on/off all the entries in the section.
Editing a profile
Administrators with permission can also edit a system profile or create a new profile by selecting Administration > Profiles from Phocas menu.
For more information see Assign profiles to users.
Databases tab
The databases screen (shown in the image below) displays available databases and allows an administrator to manage user access to these databases.
To grant a user access to a database, select a defined period from the dropdown menu next to the database. Clearing a defined period denies access.
To further restrict what data the user can see within a specific database, click the Restrictions icon next to the database. This opens a form that can be used to apply restrictions to the data.
Use the up and down buttons at the top-left of the screen to set the order in which the databases appear in the user's home screen.
Favorites tab
This tab displays any personal favorites created by the user as well as any favorites shared with them. Selecting an item enables the 'Delete' button on the left-hand side. 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. There are no other configuration options.
You can filter favorites by whether they are owned by the user ( i.e., 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.
Dashboards tab
This tab displays any personal dashboards created by the user. Selecting an item enables the 'Delete' button on the left-hand side. There are no other configuration options.
Settings tab
User specific settings are shown in this screen. Not all admin users will see this tab.
- Clicking an existing entry allows the setting value to be changed.
- Selecting an entry and pressing 'Delete' permanently removes the setting.
- 'New' allows new manual values to be entered.
See Apply system-wide settings for available options.
Usage tab
The usage chart displays the user's usage in a column chart. 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 dimension, measure, property, etc. is selected. Dashboard and chart queries are not counted.
- By default, the user's usage across all databases during the past 28 days will be shown. Alternatively, usage across a single database, over the past 3, 6 or 12 months can be displayed via the database or period filters.
Audit tab
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All significant changes to user accounts are recorded in the Audit page of the User maintenance form. Not all admin users will see this tab. This data is recorded automatically and is captured at a database level, so any changes made outside of the application 'through the back door' are also recorded. The date/time of the event is included. The user-related events that are audited are:
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Query log tab
If Detailed logging is enabled, this 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.
Resetting a password from the user maintenance form
On sites that use Phocas authentication administrators can reset a user's password from the user maintenance form, selecting Reset password to the top right.
This opens the Reset password form, shown below. (Note this form is also accessed via More > Reset password in View users.)
Note about saving changes
You need to select the blue Save button to permanently store any changes made on a screen within the user maintenance form. Using Close or moving to a different screen does not automatically save the changes.