The user maintenance form allows you to change a user's permissions, functionality and other settings.
Select Administration > Users to see a list of Phocas users or search for a user. Select a user from the 'Name' column to open the user maintenance form. You may not see all of the tabs described below, depending on your profile.
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Make sure you Save changes you make on any screen within the User maintenance form. Using Close or moving to a different screen does not automatically save the changes. |
User tab
The User screen is divided into two sections: User information in the top section and basic permissions underneath. It is essentially the same screen that you populate when you create a new user. The other tabs appear once the user has been created.
User information
Display Name (mandatory): The name displayed on the user menu.
Group, Territory: Groupings used to 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 admin users, depending on your permissions. You need to have 'Users: All Users' selected in your profile.
Permissions
(they can be viewed in the 950641 tab). Enabling this option can slow the system so it should be used with cautionTicking any of the folders displayed in this list allows the user to access the favorites and dashboards in the ticked folder. Profile settings control whether a user can create or delete items.Unlocking a user account
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
User tab
Profile tab
The Profile screen (shown in image below) controls which functional elements of Phocas are available to the user. From this screen you can select one of the following profile types:
- Viewer
- Basic
- Advanced
- Administrator
The folders that contain favorites and dashboards the user can access. You can manage these folders in the Administration > Folders page.
Custom Actions: The actions the user can access from the Analytics grid.
*Users can change these settings later via their account settings.
If a user has a viewer licence, the Profile tab on their individual user maintenance form has the profile type grayed out.
Profile tab (top section only)
Administrators with permission can edit a system profile or create a new profile by selecting Administration > Profiles from Phocas menu. See Assign profiles to users.
Administration profile settings
See Customize administrator permissions
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 lock icon
next to the database.
- 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.
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.
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 chart shows usage across all databases during the past 28 days. You can filter by database or a 3, 6 or 12 month period.
HiddenUser permissions
The permissions are organized into the following sections:
Dashboards - These permissions govern access to the Phocas dashboards and the actions users can take within those dashboards.
Favorites - These permissions govern access to the Phocas favorites and the actions users can take within those favorites.
Collaboration - These permissions allow users to share dashboards and favorites
Query - These permissions determine what users can do in the Analytics grid, such as perform queries, switch modes, select and set periods, change properties, export data, and so on.
File Upload - These permissions allow users to upload files.
Databases - The main Databases permission allows users to view the list of Phocas databases to which they have access, via the Phocas menu and homepage. The Default Period allows users to set the default period for those databases.
Administration - These settings govern access to the Administration module and the actions users can take there. They are not for regular users, so should be rarely assigned.
CRM - Dependent on the CRM license, these permissions govern access to the CRM module and the actions users can take there.
Rebates - Dependent on the Rebates license, these permissions govern access to the Rebates module and the actions users can take there.
Financial Statements - These settings apply to the Financial Statements module. They allow users to customize financial statements and access restricted account transactions.
Budgeting & Forecasting - These settings apply to the Budgets and Forecasts module. They allow users to manage budget and forecast workbooks.
Databases tab
The Databases tab displays a list of the Phocas databases. This is where you control the data the user can access in Phocas. Even if a user has permission to do something in Phocas, such as view a favorite or dashboard, if that user does not have access to the underlying data, no data will display. See Manage user database access and restrictions.
Favorites tab
The Favorites tab displays a list of the favorites to which the user has access, which includes any personal favorites created by the user and the favorites shared with them. You can delete any of these favorites. See Manage favorites.
Dashboards tab
The Dashboards tab displays a list of the personal dashboards created by the user, if any. You can delete any of these dashboards. See Manage dashboards.
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.
Note about saving changes
You need to Save to permanently store any changes made on a screen in the user maintenance form. If you click Close or move to a different tab without first saving you will lose your changes.