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  1. Xenegrade
  2. Security
  3. Users and Permissions

System Users

System Users is the location where records for users that are granted access to XenDirect are created and managed.

  • Users are considered "per license" user.  An organization can assign active user records up to the number of available user licenses.
  • A username cannot log in twice and be used by numerous users at the same time.  However, a user could be shared across different work shifts as long as the username is not logged in more than once at the same time.
  • To deactivate a user, enter an End Date as the final date the user can access the system.  If all user licenses are in use, a new user record can be added starting the day after that end date using that licensed slot.
  • Automatic Logout:  If a user does not log out using the Logout option, their session is still live until the automatic logout session engages.  The time it takes for this automatic log out to occur is set in the Organization Profile.  The user may be prevented from a second login attempt until this automatic session logout engages.
  • License Status: This toolbar option displays the current system expiration date, system users license count, and InSight Pro license count.
  • Xenegrade Support Staff are generally not allowed to change permissions for customer sites for security reasons.

Navigation

Release 3:    Header Bar »» Gear Icon »» Security »» System Users
Release 2:    Admin Menu »» Security »» Users

Applies To:    Enterprise    Plus    Basic

To Add a New User

  • Click on the [New] button.
    • Release 3:[New System User] button displays above the Results List.
    • Release 2: [New] button is located in the toolbar.
  • Enter the Username and all required fields.
    • Send New User Email: If enabled, this function will send an email to the new user with their username and temporary password. The temporary password is automatically set by the system. (Release 3 only)
    • Username: This is the unique name the user will use to login. Required.
    • First Name: First name of the user. Required.
    • Last name: Last name of the user. Required.
    • Email: Email address for the user. Required. This is also the email address a user would expect to receive an email when using the Forgot username and Forgot password functions.
    • Facility: Optional field used to tag financial records.
    • Staff Link: If the user is also a staff member, this links their user record with their Staff table record.
    • Permissions Group: Assigns the permissions the user has access to throughout the system.
    • Branch Share: Assigns the Branch or Branches the user can log in to. Single Branch sites only display one Branch.
    • Start Date: Date user can first log into XenDirect. Optional. If blank, access is available immediately.
    • The following fields are also available. In Release 3, these fields display in the additional panels available after saving the new record.
      • Dates User has permission to access XenDirect.  Optional fields.  Can leave one or both date fields blank.  If User is inactive and there is a need to free up an available user license, enter an End Date when the user became inactive.  A user license will be available starting the day after the end date.
      • Days of Week: Days of the week the user can log into XenDirect. Optional.
      • Start / End Time: Times of the day the user can log into XenDirect. Required.
      • Access All Courses:
        • If checked yes, the user has access to view clients assigned to all courses in all allowed branches.
        • If checked No, the user is limited to the clients assigned to the courses as follows:
          • Option 1: Those courses checked under the Course Permissions tab available when in User View mode.  This tab does not display if the user has access to all courses or if the user does not have access to branch data currently logged in under.  The maximum number of allowed courses if restricted is 255.  To restrict courses in more than one branch, set the Access All Courses Access = No and log into each branch separately to set the Course Codes allowed.
          • Option 2: Those courses that match the staff name as Instructor 1 and the staff name selected in the User Profile.  If courses are selected in option 1, this option is disabled.
      • Restrict Registrations:  If checked yes, the user will be restricted from adding and modifying Assignments outside the dates set in the Sessions table.  One or more of the Session Dates must be set to [Restricted] = Yes.  If not, the user will not be able to add new Assignments.
      • Official reports: Sets how specific reports are treated when printed.
        • Transcript Report: If the System User is set to Official Reports = No, Display Disclaimer options are restricted to Yes only and Signature Line option is not available. If the System User is set to Official Reports = Yes, Display Disclaimer options are not restricted, and Signature Line option is available.
      • Allow Beta Testing: When Xenegrade makes Beta testing available to a customer site, this field allows the system administrator to determine which users can access the Beta testing location.
      • InSight Level: Determines what level of access the user has to the InSight reporting feature. Essentials is the default value. Essentials access allows the user to run all reports based on individual report permission settings. Pro access allows the user the same access as Essentials plus the ability to create and save new reports.
      • Salesforce: If the user has an active Salesforce account and Salesforce integration is enabled, enter the user's Salesforce credentials here.
      • Course Permissions: See "Restrict Registrations" above.
  • Save the user record.
    • Release 3: Click [Create] button to save the record.
    • Release 2: Click [OK] to close and save the record.
  • Take the free online, self-study system user lessons

To Edit a User

  • Release 3
    • Click on the name of the user in the list.
    • Click the [Edit User Profile] button to the right of the user list.
    • Edit the user profile as desired.
    • Click the [Reset Password] to assign a new temporary password for the user.
    • Click the [Save] button to save the changes.
  • Release 2
    • Click the [Edit] button in the row of the user to edit.
    • Edit the user profile as desired.
    • Click [OK] to close and save the record.
  • Most changes are immediate. If the user is currently logged in, the user may need to log out and back in again for some user settings to take effect.
  • User records cannot be deleted. To make a user inactive, set the End Date field to a value equal to or prior to the date the user should no longer have access to XenDirect. If the user also had access to the QuickTools module, remove that access from the user record also.

User Profile Function

This function displays in the upper right of the XenDirect header. The options in the User Profile can be set by the logged in user. Additional settings exist in the user profile, but can only be modified by a system user with permission to modify the full profile record. The options are:

  • Change the user's first name, last name, and email address.
  • Opt-In or Opt-Out of email lists utilized by Xenegrade Support for information and notification purposes. Note: To receive advance notice of server updates, Opt-In to either the News and Updates or the Administrative email lists.
    • News and Updates: Used to share general information, including system updates, new features, and training.
    • Emergency: Used to send details when a critical issue or emergency event is in process.
    • Administrative: Used to send information related to system administration.
    • Billing: Used to send information related to XenDirect licensing, charges, and invoices.

To Change User Permissions
User permissions are managed through the Permission Groups.

  • Edit the user record.
  • Change the [Permission Group] field to the desired group.
  • Save the user record.
  • In most cases, the changes are immediate even if the user is currently logged in when the change is made.

How to Email System Users

See Staff Email for details on how to email system users.

System User New IP Notification

This optional security feature will notify a user by email when their user login has been used from an IP address not previously used. The System User Log report displays these login records.

The email message the user will receive will contain this text:

"We noticed a XenDirect login to your account from a new location, listed as [IP address here]. If this login was you, there is nothing you need to do. If this login was unauthorized, consider changing your password, and please contact your system administrator."

This feature is available in Release 3 only. To enable this feature:

  • Go to Admin/Security > Settings > System Settings.
  • Locate the "Enable IP Notification Admin" record.
  • Edit the record and change the [Enable] field to True/Yes.
  • Save the record.

Related Topics

Managing Permissions

User Log Report (Release 2)

User Login/Logout Report (Release 3)

 

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