Editing Workgroup User Access - NetResults Tracker Help

NetResults Tracker Help

Editing Workgroup User Access

Before a user can login and begin using Tracker, the user must be given access to the workgroup(s) using the steps listed below and must be added to the workgroup's User Accounts section.

There are two ways to grant a user access to a workgroup. Click on the link to see the detailed instructions for each method:

Select a workgroup and modify the list of users that have access
OR
Select a user and modify the list of workgroups he or she can access

Topics Covered In This Section

Edit a Workgroup's List of Users - how to manage which users are added or have access to a particular workgroup.
Edit a User's Access to Workgroups - how to select a particular user and manage in which workgroups he/she is added or has access.
Character Sets and Workgroup Access - explains how the characters entered in a user's profile are related to the languages (characters) supported by a workgroup.

Edit a Workgroup's List of Users

To select a workgroup and edit the list of users that have access to the workgroup:

Login to the User Management System (UMS).
Click on the Access icon in the top button bar
Select the radio button to the left of the Workgroups pulldown, select a workgroup, then click on the Edit button
The left column called Users with Access displays any users which have already been given access to the workgroup. It also includes a count of the number of users displayed in the column. The right column called Users without Access displays users that do not have access to the workgroup and has a count of the number of users displayed in the column.
You can perform one of the following actions. To select multiple users for any of the actions below, hold down the Ctrl button on your keyboard as you select the users:
- You can give a user(s) access to the workgroup by selecting a user(s) in the Users without Access column, then clicking on the Add Access button. This will only give the user(s) access to the workgroup. As mentioned in further detail in the Note below, a user will only be able to log into a workgroup after they have been given access AND added to a workgroup's User Accounts section.
- You can give a user(s) access to the workgroup and add the user(s) to the workgroup's User Accounts section by selecting a user(s) in the Users without Access column, then clicking on the Add User + Access button.
- You can remove a user's access to a workgroup by selecting a user(s) in the Users with Access column, then clicking on the Remove Access button

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Edit a User's Access to Workgroups

To select a user and edit the list of workgroups that the user can access:

Login to the User Management System (UMS).
Do one of the following:
- Click on the Access icon to the left of the user account on the UMS Home Page.
- Click on the Access icon to the left of the user account in the User Search results.
- Click on the Access icon in the top button bar, select the radio button to the left of the Users pulldown, select a user and click on the Edit button.
The left column called Has Access to Workgroups displays any workgroups to which the user has already been given access. It also includes a count of the number of workgroups displayed in the column. The right column called Available Workgroups displays workgroups to which the user does not have access. It also includes a count of the number of workgroups displayed in the column.
You can perform one of the following actions. To select multiple workgroups for any of the actions below, hold down the Ctrl button on your keyboard as you select the workgroups:
- You can give a user access to a workgroup(s) by selecting a workgroup(s) in the Available Workgroups column, then clicking on the Add Access button. This will only give the user access to the workgroup(s). As mentioned in further detail in the Note below, a user will only be able to log into a workgroup after they have been given access AND added to a workgroup's User Accounts section.
- You can give a user access to a workgroup(s) and add the user to the workgroup's User Accounts section by selecting a workgroup(s) in the Available Workgroups column, then clicking on the Add User + Access button.
- You can remove a user's access to a workgroup(s) by selecting a workgroup(s) in the Has Access to Workgroups column, then clicking on the Remove Access button

Note: Users with access rights to a workgroup may still not be able to login to the workgroup if the workgroup administrator has never added the user to the workgroup's User Accounts section. A user must both have access rights to the workgroup and be a part of the workgroup (the workgroup administrator must use the Add User operation from within the workgroup). This two step process is typically used if the UMS administrator and the workgroup administrator are not the same person (that way both people must agree that the user is allowed to access the workgroup before the user can log in). If you would like to both give a user access rights and add them to the workgroup at the same time, you can do so by clicking on the Add Users + Access button instead of the Add Access button after you've selected the workgroup(s). Even if you have used the Add Users + Access operation, you may still wish to login to each workgroup as Admin and configure the User Groups for the user (by default they will only be made a member of the Users or RestrictedUsers User Group according to their license type).

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Character Sets and Workgroup Access

If the user you selected has characters in their user profile information (name, address, etc.) that cannot be displayed in an ISO-8859-1 or Windows-1252 workgroup, then the list of workgroups displayed in the Available Workgroups column may not include all workgroups for which the user does not have access rights (and similarly for the Users without Access column when you are editing a workgroup's list of users). Any workgroup which cannot display the full user information will not be listed. If you have selected a user with such characters, a note will be displayed at the bottom of the Available Workgroups column warning you that not all workgroups may be listed here (and a similar note can be displayed for the Users without Access column when you are editing a workgroup's list of users).

Some basic guidelines related to user / workgroup character set compatibility:

If a user account contains only ASCII characters (supported by ISO-8859-1 character set), this user account can be given access to any workgroup because all character sets support ASCII characters.
If a user account contains non-ASCII characters supported by the Windows-1252 character set, this user account can be given access to any workgroup that is configured with the Windows-1252 or UTF-8 character set.
If a user account contains non-ASCII characters only supported by the UTF-8 character set, this user account can only be given access to a workgroup configured with the UTF-8 character set.

For information on checking a workgroup's character set, review the Viewing a Workgroup section. To check a user's character set, use the Viewing a User operation. To see a list of characters supported by each character set, review the information in the Adding a Workgroup section.

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