Company authorized users

An authorized user is a user who has been granted some form of access to the ActivityHD system.

Authorized users are set up at the system level (ActivityHD System > Administration > Authorized Users). Company-specific settings are managed at the company level ([CompanyName] > Administration > Authorized Users).

Typically, the company administrator assigns company-level permissions and security views when users are hired or given access to the system. Permissions and security views can be changed as needed.

Note

The following logic controls the availability of a company to an authorized user:

A company is not visible and cannot be connected to if its startup type is "Disabled".
A company is visible to a user if:
- The user is a system administrator or a company administrator for that company, OR the user's company access control is "All", "Permitted", or "Unpermitted",
- AND the user is not set to "Web Only" or "Obsolete" for the company.
A user is able to connect to a company (interactively or via automation) if:
- The user's company access control is "All", "Permitted", or "Unpermitted",
- AND the user is not set to "Obsolete" for the company.

Authorized users are assigned access control levels at both the system and company levels which determine the scope of information that is available to them. If availability needs to be restricted, the administrator can do so by assigning permissions or creating security views.

Note

If Advanced Security is not installed, authorized users are treated as if they have full access.

Note

When a user is manually disconnected from ActivityHD, the Connected column of the corresponding row in the Authorized Users HD view shows "Disconnecting" for the duration of the disconnection process. Typically, disconnection time is very brief; however, if the disconnection takes a while, "Disconnecting" shows until disconnection completes.

Create a company authorized user

In the Navigation pane, highlight the Administration > Authorized Users folder.
Click . The New Authorized User window opens.
Enter the user's Name as you want it to display in ActivityHD. You can use up to 40 characters.
In the System User field, select the authorized system user to associate with the company authorized user record.
From the Access Control drop-down list, select the authorized user's company-level access. The selection in this field is synchronized with the Access Control options on the Permissions tab. Valid options are:
- All. The user has full access to the company.
- Permitted. The user has access to the company resources he/she is assigned permissions for.
- Unpermitted. The user only has access to the company resources which do not require permissions.
- None. The user has no access at all, not even to log in.
If the authorized user should have privileges to start and stop the company server and to disconnect users from the company (i.e., a company administrator), mark the Admin checkbox.
If the user will be using Self-Serve only and does not need access to the ActivityHD software, mark the Web Only checkbox.
If you want data entry windows to open in read mode for this user, mark the Default Open Mode to Read checkbox.
Save the new authorized user record.

Assign permissions to an authorized user

System permissions, set from the ActivityHD System node, control access to data folders, reports, and companies. Company permissions, set from a company node, control access to resources for a particular company.

Open the authorized user record for which to assign permissions.
Select the Permissions tab.
If the correct option is specified in the Access Control drop-down list at the top of the window and anything except "Permitted" is selected, skip to step 5. If "Permitted" is selected and it is the correct option, skip to step 4. Otherwise, in the Access Control field, select the level of access to assign to the user. Your options are:
- All. The user has full access to company resources. Skip to step 5.
- Permitted. The user has access to the company resources he/she is assigned permissions for. Continue at step 4.
- Unpermitted. The user only has access to the company resources which do not require permissions. Skip to step 4.
- None. The user has no access at all, not even to log in. Skip to step 5.
If the selected access control option is "Permitted", specify the following:
1. In the Available Permissions list box, highlight the permissions to assign to the user. You can use Ctrl and/or Shift selection to select multiple permissions.
  Permissions that are flagged as "Obsolete" are not visible in the list box.
2. Click to move your selection(s) to the Assigned Permissions list box.
  Permissions previously assigned to an authorized user and subsequently flagged as "Obsolete" are visible in the list box.
Save your changes.

Assign security views to an authorized user

Authorized Users Listing

Purpose

The Authorized Users Listing provides a list of users who have access to ActivityHD.

The report can be run at the system level or at the company level.

Content

For each authorized user included on the report, the listing shows:

name
system user
web only indicator
access control level.

In addition, you can include one or more of the following:

permissions
security levels
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Administration > Authorized Users folder.
Start the report set-up wizard.
- To report on all or a filtered subset of authorized users:
  1. Right-click the Authorized Users folder and select Select and Report > Authorized Users Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected authorized users:
  1. In the HD view, select the authorized users to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Authorized Users Listing from the drop-down menu.
- To report on a particular authorized user from the Authorized User window:
  1. In the HD view, locate and double-click the authorized user to report on. The Authorized User window opens with the authorized user loaded.
  2. Click and select Authorized Users Listing from the drop-down menu.
On the Options tab, mark the checkbox(es) for the additional information to include:
- Permissions
- Security Views
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.
There are two built-in report designs for the Authorized Users Listing:
- Authorized Users - Shows name, system user, and web only indicator for each authorized user.
- Advanced Authorized Users - Shows name, system user, web only indicator, and access control level for each authorized user.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Authorized users
Permissions
Security views

User Resources Analysis

Purpose

The User Resources Analysis provides a list of authorized users, the resources assigned to each user, and the types of access assigned for each resource.

The report can be run at the system level or at the company level.

Content

For each authorized user included on the report, the report shows:

username
access control level (All/Permitted/Unpermitted/None)
resources and the type(s) of access the user has to each resource.

In addition, you can include one or more of the following:

authorized users with no resources
permissions
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Administration > Authorized Users folder.
Start the report set-up wizard.
- To report on all or a filtered subset of authorized users:
  1. Right-click the Authorized Users folder and select Select and Report > User Resources Analysis from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected authorized users:
  1. In the HD view, select the authorized users to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select User Resources Analysis from the drop-down menu.
- To report on a particular authorized user from the Authorized User window:
  1. In the HD view, locate and double-click the authorized user to report on. The Authorized User window opens with the authorized user loaded.
  2. Click and select User Resources Analysis from the drop-down menu.
Select the Resources tab.
Define any filters you want to apply on resources.
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Users with No Resources
- Permissions
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Authorized users
Permissions
Resources

Authorized User Record ID

Name

The authorized user's name as it will display in ActivityHD. The name must be unique.

System User

The authorized system user associated with the company authorized user record.

Press F2 to open a dialog box where you can add and remove selections for this field.

Press F3 to look up the item.

Access Control

The level of company access assigned to the authorized user. The selection in this field is synchronized with the Access Control options on the Permissions tab. Valid options are:

All. The user has full access to company resources.
Permitted. The user has access to the company resources he/she is assigned permissions for.
Unpermitted. The user only has access to the company resources which do not require permissions.
None. The user has no access to the company.

Admin

If the checkbox is marked, the authorized user is a company administrator with privileges to start and stop the company server and to disconnect users from the company.

Web Only

If the checkbox is marked, the authorized user cannot log in from any source except the web.

User tab

Default Open Mode to Read

Mark this checkbox if you want data entry windows to open in read mode for this user.

Permissions tab

Access Control

The level of access assigned to the authorized user. Your options are:

All. The user has full access to the company.
Permitted. The user has access to the company resources he/she is assigned permissions for. If you select this option, specify which permissions to assign to the user.
Unpermitted. The user only has access to the company resources which do not require permissions.
None. The user has no access at all, not even to log in.

Available Permissions

The list box shows the permissions available for assignment to the authorized user. Permissions that are flagged as "Obsolete" are not visible in the list box.

To assign a permission to the user, double-click the permission to move it to the Assigned Permissions list box or highlight it and click to move it to the Assigned Permissions list box.

To view a permission record, highlight the permission in the list box and press F4 or right-click and select Open from the context menu.

Assigned Permissions

The list box shows the permissions currently assigned to the authorized user. Permissions previously assigned to an authorized user and subsequently flagged as "Obsolete" are visible in the list box.

To unassign a permission, double-click the permission to move it to the Available Permissions list box or highlight it and click to move it to the Available Permissions list box.

To view a permission record, highlight the permission in the list box and press F4 or right-click and select Open from the context menu.

Security Views tab

Security views control the type of information available to an authorized user within each resource.

Available Security Views

The list box shows the security views available for assignment to the authorized user. Security views that are flagged as "Obsolete" are not visible in the list box.

To assign a security view to the user, double-click the security view to move it to the Assigned Security Views list box or highlight it and click to move it to the Assigned Security Views list box.

To view a security view record, highlight the security view in the list box and press F4 or right-click and select Open from the context menu.

Assigned Security Views

The list box shows the security views currently assigned to the authorized user. Security views previously assigned to an authorized user and subsequently flagged as "Obsolete" are visible in the list box.

To unassign a security view, double-click the security view to move it to the Available Security Views list box or highlight it and click to move it to the Available Security Views list box.

To view a security view record, highlight the security view in the list box and press F4 or right-click and select Open from the context menu.

Connection History tab

The Connection History pane shows the Connection History HD view filtered to show connection history for the selected company authorized user.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Data Links tab

See "Data Links".

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Common accesses available on authorized users

Access	A user with this access can...
Change	Use the mass change action on authorized users.
Change Logs
Custom Fields	Create and edit custom fields for authorized users.
Data	Have read-only access to authorized users from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete authorized users.
Edit	Edit authorized user records.
Export	Export authorized user records from ActivityHD.
Import	Import authorized user records into ActivityHD.
New	Create new authorized user records.
Read	Have read-only access to authorized user records.
Report	Run reports with authorized user information.
Report Designs	Create and edit report designs with authorized user information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to authorized users.
Shared Filters	Create and edit shared filters on authorized users.
Visible	View the Authorized Users folder in the Navigation pane.

The following built-in filter is available for company authorized users:

Filter Name	Effect
Exclude Web Only Users	Lists all company users not flagged as "Web Only" users.

Common accesses available on User Resources Analysis

Access	A user with this access can...
Report Designs	Create and edit report designs for the User Resources Analysis report. This access enables the Report Designs button on the Output tab of the report dialog.
Run Report	Run the User Resources Analysis report.

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Company authorized users

Create a company authorized user

Assign permissions to an authorized user

Assign security views to an authorized user

Authorized Users Listing

Purpose

Content

Print the report

Data extensions

Purpose

Content

Print the report

Data extensions

Authorized User Record ID

User tab

Permissions tab

Security Views tab

Connection History tab

Custom tab

Fields subtab

References subtab

Exchange Folder subtab

File subtab

Internet Address subtab

Network Folder subtab

Data Links tab

Attachments tab

Change Logs tab

Other tab

Developer tab

Automation subtab

Export (XML | JSON) subtab

Import (XML | JSON) subtab

Change Log (XML | JSON) subtab

Select Statement (SQL) subtab

Company authorized users security

Common accesses available on authorized users

Company authorized user filters

User Resources Analysis security

Common accesses available on User Resources Analysis