Security

If I create a user, will the user just be set up in the current organization or will the user be available in all my organizations?

The user will be associated with any organization moved to the Selected Items box on the Security>Maintain Users form.

If I create a group, will the group only be set up in the current organization or will the group be available in all my organizations?

The group will only be available in the current organization.

If I change an existing user's Organization Security (Security>Set Up Organization Menus), will it only be changed in the current organization or will the changes affect all my organizations?

The changes will only be made in the current organization. If you open another organization, the user will not have the new changes in that organization. However, if you change the user's System Security (Security>Set Up System Menus), you do not have to make changes in any organizations since System Security is not organization specific.

If I already have a user set up in one organization, and then I create a new organization, will the user be included in the new organization?

Yes, but you will need to open the Security>Maintain Users form and move the new organization to the Selected Items box.

If I delete a user, will he be removed from all organizations?

Yes.

If I delete a group, will it be removed from all organizations?

No, groups are organization specific. Even if you have a group set up the same in each organization, you need to open each organization and delete the group.

How do I remove a user who no longer works for the organization?

You can delete a user from the Security>Maintain Users form by selecting the USER and then clicking the Delete button.

Why should I set up groups?

Groups allow you to assign a number of like users the same Organization Security at one time.

Should I grant all users access to Administration?

Since users, security, and passwords are stored in the Administration module many clients are hesitant to grant everyone access to the system. If a user is not granted any rights to Administration, they will be unable to remove locked licensed seats and activity. You may want to consider granting rights to only the menu selections System>Manage Concurrent Users and System>Current Activity to all users.

I have a 3 seat license but when I check Manage Concurrent Users there are more than 3 entries shown. Why?

The system counts a licensed seat as a unique USER/COMPUTER combination so User1 on Workstation1 may have many entries in Manage Concurrent Users but will only be counted as one (1) licensed seat (if they are logged on to several different modules). If User1 uses Workstation2 while still occupying the original licensed seats, the system will count two (2) licensed seats in use.

What is the difference between Concurrent Users and Current Activity?

Concurrent Users tracks the number of licensed seats occupied. Current Activity tracks the activity being performed so that proper file locks are in place to be certain that two people are not trying to update the same record at the same time.

How do I find out what password a user has?

Yes, if you know the user's old password, it can be changed using the Security>Maintain Users form or the Options>User Preferences form.

What makes the Admin User/Password special?

The Admin user is a special logon with full rights in the Administration module. This logon bypasses the "all seats in use" designation and is therefore critical when all licensed seats become locked due to power outages. It is important that your system administrator know the Admin user password and at least one other person in the office as well, for those times when the system administrator may be out of the office and all licensed seats become locked in use.

What is the NPS user used for?

The NPS user ships with the product as the built in logon for the NTO sample organization. This user name has full rights in the NTO database and is used for training purposes.