User Maintenance

This function lets administrators establish users and create relationships between QAD CSS and QAD EA users. For instance, users in
QAD EA can be defined as employees, customers, distributors, vendors, suppliers, and so on. User Maintenance is where personal IDs, passwords, contact information, and preferences are maintained.

Note: Users in QAD EA are not related to a specific domain. However, in QAD CSS, they are always associated with a customer and customer records are domain-specific. Therefore, in QAD CSS user records are also domain-specific.

User login illustrates how the user is prompted during login. You can customize his page, including the message content, at each installation.

User login

The menu location of User Maintenance is Home Menu|Administration Menu|User Maintenance.

Clicking the User Maintenance menu option displays the screen in User Maintenance.

User Maintenance

The key screen components of the User Maintenance navigation screen are:

User ID

Specify a unique code to identify this user record. Click the browse icon to display a list of defined users.

User Name

Enter the proper name for the user, as it is to appear in the QAD CSS environment.

Description

A brief description of the user account; for example, the user’s title or department.

E-Mail Address

Enter the preferred e-mail address for this user account. QAD CSS uses this address when sending an associated e‑mail event.

Contact Phone Number

Enter the contact telephone number for this user account in case the user must be reached by voice.

Ext

Enter the contact telephone extension number, if applicable.

User Language

Enter the user’s preferred language for the QAD CSS interface. This functions properly only if the current installation of QAD CSS has multiple language licenses.

The system registry setting useLangItems determines how the user’s language affects the display of items in the item catalog.

Data Source

Choose the domain that this user is associated with.

Password

A sequence of characters required for access to the QAD CSS site.

Note: The password length is determined by the minPasswordLength registry setting.

Confirm Password

Verifies the sequence required in the password field. Used as a double-entry technique to avoid misspelled passwords.

Secret Question and Secret Answer

The secret question and answer that is provided during the QAD CSS registration will help QAD CSS and the administrator verify the identity of the user if the forgotten password must be reset.

Password Expire Date

Specify when the user’s password expires. You can click the Calendar icon to select the date from a calendar.

Force password change on next login

Select this option to force this user to change passwords during next login.

Disable Account

Select this option to lock out the related user account. A new account is disabled by default. You cannot activate it until you create an association for the new user.

External Admin

Select this option to indicate that this user can access external administration functions. These are set up by clicking the External Administration button and assigning users or groups to this user. You should only enable this feature after carefully coordinating with this user what responsibilities will be required.

All customers

Select this option to associate the user with all customers in CSS Customer Maintenance. The user cannot add or delete any single customer manually in User Detail Maintenance if this option is selected.

If you select All customers, the security group in the Security Group drop-down list is used. By default, the first security group, in alphabetical order, is used. You can also select a security group from the drop-down list. The security group associated with the user determines aspects of the user interface such as which menus can be accessed. Security groups are set up in Security Maintenance.

Note: This record must be saved before proceeding to external administrator setup.

External Administration button

This button displays the setup page for external administration.

Add/Edit Associations button

This button displays the customer association screen (see User Detail Maintenance).

User Detail Maintenance

Administrators can add, edit, and delete customer associations by clicking Add/Edit Associations. This displays the User Detail Maintenance screen. Any customer accounts currently associated with this user display in this screen.

Note: The data displayed and maintained here is also used to populate the customer selection screen at login.

User Detail Maintenance

User Detail Editor

Clicking the Customer ID link or the Add button activates the User Detail Editor screen.

Important: The potential for security breaches should not be overlooked. This should only be administered by qualified individuals.

User Detail Editor

The components of the user detail editor screen are:

Company ID

Specify the unique number that identifies the company in QAD EA to be associated with this user. The values you specify in this screen apply when the user selects this customer association during login.

Company Name

Specify the descriptive name associated with the record for user and administrative identification.

Security Group

Enter the security group to which this individual is assigned. Only one group is allowed. The user’s security group determines aspects of the user interface such as which menus can be accessed. Set up security groups in Security Maintenance.

You can also use the security group as a key value in the system registry to control the behavior of the site based on security group membership.

ID Type

Select a value from the drop-down list that indicates the type of users. Choices are:

•	Customer, indicating an address defined in Customer Create (27.20.1.1) and set up in Customer Address Maintenance (2.1.1) in QAD EA

•	Vendor, indicating an address defined in Supplier Create (28.20.1.1) and set up in Supplier Maintenance (3.1.1) in QAD EA

•	Internal User, indicating an address set in User Maintenance (36.3.1)

This field should typically be set to Customer. In this release of QAD CSS, setting it to Vendor or Internal has no effect. The ID type must be Customer to define external associations.

Start Page

Specify the page the user is taken to upon successful log‑in. It is typically lg/lg_index.html, but you can change it to another page for specific users.

Marketing Group

Optionally, enter one or more optional target marketing groups to which this user is assigned. For more than one group, enter a comma-delimited list.

Note: This value is not validated, so make sure you plan your marketing groups and enter them consistently.

You can use the marketing group as a key value in the system registry to control the behavior of the site based on marketing group membership.

User Currency

Specify the user’s preferred currency (optional).

The userCurrency registry setting can override the currency associated with a user in User Maintenance. When a user logs in to QAD CSS, the system checks for a currency in this order:

•	First, a currency defined with the userCurrency setting

•	If blank, the value assigned to the QAD CSS user in User Maintenance

•	If user currency is blank, the value from the customer bill-to in QAD EA

This currency is associated with the session at login and determines the currency used for displaying prices.

Show Euro

Selecting this option displays euro as an alternate currency in addition to the preferred currency. This is typically used with a customer in a country that is in transition to the euro as the national currency.

Save button

Commits the changes to the database.

Cancel button

Closes the screen without any changes becoming part of the permanent record.

External Administration Entries

External Administration outsources user account administration to external parties without involving the host site QAD CSS administrator. In this case, a customer is authorized to manage their own QAD CSS users. To implement this feature, choose the user ID to set up as an external administrator. Set External Admin to Yes in the User Maintenance screen and then click External Administration to display the External Administration Association screen.

External Administration Association

In this screen, you specify which users or groups the user you are currently setting up can administer. For example, a large client with many users in different geographic locations can directly maintain those users independently of the main QAD CSS administrator. This lets customers control the user base according to their needs.

Example: John Smith is an IT Manager at the headquarters of ABC Company, a multinational holding corporation. You want to let John change information for all of the users of Nationale Company, a French subsidiary of ABC company. You set Allowable Type to Customer and Allowable Value to the customer number associated with Nationale Company. Once this record is created, John can change data associated with all Nationale Company users.

Important: Do not modify the allowable types in the drop-down menu.

To specify the records that a customer can administer, follow these steps:

1	Define the ID Type as Customer.

a	Select ID Type from the Allowable Type drop-down menu.

b	Enter Customer in Allowable Value.

c	Click add to submit the values.

2	Associate any security groups the external administrator should be able to administer. At least one security group is required for each external administrator profile.

a	Select Security Group from the Allowable Type drop-down menu.

b	Using the browse, select a valid security group in Allowable Value.

c	Click Add to add the security group to the external administrator profile.

3	Select an association group from the drop-down menu (User ID, Customer Number, Vendor Number, Internal User, Security Group). Typically, users are selected by customer number or security group.

Note: Vendor Number and Internal User do not apply to standard QAD CSS.

4	Specify the customers that the external administrator can manage. At least one customer must be defined for each external administrator profile.

a	Select Customer from the Allowable Type drop-down menu.

b	Using the browse, select the customer whose user accounts are to be administered by the external administrator.

c	Click Add to add the customer to the external administrator profile.

d	Repeat these steps to associate additional customers.

5	Associate user accounts the external administrator can manage:

a	Select User ID from the Allowable Type drop-down.

b	Using the browse, select the user whose user account is to be administered by the external administrator.

c	Click add to add the user account to the external administrator profile.

d	Repeat these steps to associate additional users as needed.

To delete associated rights, click delete on the left end of the row.