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User access

User access

Owned by Michael Shumko (Deactivated)
Last updated: Jun 03, 2020
6 min read

This page applies to R900 of Celayix. Users of R814 and earlier, refer to the relevant section of the Administrator Guide.

 

 

Celayix users are those who can access Schedule Xpress, Time Xpress and eTime Xpress. The capabilities and access to information that Celayix users have is configurable. These are set in the Administration area of eTime Xpress. You must have Administrator capability to use this section of eTime.

 

Security Groups

The security group is the core of user access configuration. It is comprised of two sections: the sites and employees that can be accessed, and the actions that can be performed.

In eTime Xpress, go to Administration > Security > Security Groups

 

Company/Branch

This tab defines the information that can be accessed: the branch, the sites, and the employees.

If the database has multiple Branches, the group can be configured to access one or more branches.

For Sites and Employees, when the ‘Allow Access to All’ item is checked, then any user who is a member of this group has access to all the sites or employees within the branch. When the ‘Allow Access to All’ item is not checked, then this group allows access to the specific sites or employees in the list.

This list corresponds exactly to the employees in Schedule Xpress who have this group listed in their ‘Managed by record access groups’ section. If you add an employee to this list then it will be reflected in the employee’s record in Schedule Xpress, and vice versa.

Menu

This tab defines the actions that can be performed or not performed.

Actually, it defines the actions that cannot be performed by members of the security group. The column labeled Restrict indicates whether the associated function is restricted or blocked. The default is No, meaning that the item is not restricted (the user has access to the feature) whereas Yes indicates that the feature is Restricted. A restricted feature is not available to any user who is a member of the user group; either it is not visible, or is visible but cannot be used.

Double clicking on the No turns it into Yes. An entire menu item can restricted. Note that some menu items have a + indicating that they can be expanded. Each sub-item can be restricted separately from the category on the whole.

See the Administrator Guide, section 10.5 Menu Access for additional detail about this tab.

Users

This tab defines the users who are members of this group. These users can access the sites and employees that are listed in the Company/Branch tab, and are restricted from using the menu items that are restricted in the Menu tab.

A group may have any number of member users. Adding a user will add the group to the user’s Security Group list, and vice versa.

 

User Security

A user is someone who can access Schedule Xpress, Time Xpress and eTime Xpress. In general there should be a user account for each person who accesses the system. That way the logs will indicate which user made changes to shifts.

In eTime Xpress, go to Administration > Security > User Security

The user has a User ID and password used for logging in to Schedule Xpress, Time Xpress and eTime Xpress.

An user in Active status is able to login and use the system. To prevent the user from logging in set their status to Inactive or Void. The client has a set limit of active users in their account. To obtain space for additional users, contact Celayix Support.

The email address is used to send a reset email if the user forgets their password. The email address is also used for some reports that can be sent by email.

Check the Administrator option if the user will be able to access this Administrator section of eTime for maintaining Security Groups and User Security, and creating additional users.

The user’s password is initially set, or reset here. Users can change their password themselves inside Schedule Xpress, Time Xpress and eTime Xpress.

Security Groups

The user is a member of one or more security groups, as described above. When you add a group to this list, it will be reflected in the group’s user list, and vice versa.

A user with the Administrator option unchecked/disabled does not have any groups assigned initially. You must add one or more groups explicitly to non-Admin users, otherwise they will not be able to do anything. On the other hand, a user with the Administrator option checked/enabled automatically has access to all branches, sites, employees, and menus.

When the user is a member of multiple user groups, the effective list of sites, employees and menus is based on combining the multiple groups.

Sites

All the sites from all the groups are added together. Note that of any of the groups grants access to all sites, then the result is that the user can access all sites, even if some of the groups would limit access to only a limited list of sites. Note that the group called _Default gives access to all sites. Remove _Default if the user is supposed to access only a limited set of sites.

Employees

All the employees from all the groups are added together. Note that of any of the groups grants access to all employees, then the result is that the user can access all employees, even if some of the groups would limit access to only a limited list of employees. Note that the group called _Default gives access to all employees. Remove _Default if the user is supposed to access only a limited set of employees.

Menus

All the Yes (Restrict) settings from all the groups are added together. The net effect is that if a menu item is restricted in any of the groups, then the menu is unavailable. For a menu item to be available it must be set to No in all the groups the user is a member of.

Tips

One common usage of security groups is to have some groups for configuring access to sites and employees, and other groups for configuring menu access.

To configure sites and/or employees, leave the Menu area set to No. For example, to set a list of sites and employees for Western region, create a security group called Western, with the relevant company/branch, sites and employees, leaving the menus set to No.

To configure menus, leave the Company/Branch area empty (no branch, site or employee). For example, to set the menus for supervisors, create a security group called Supervisors with the relevant menu its restricted, but do not put anything in the Company/Branch area.

Then, to set up a supervisor for the western region, create a user that has Supervisors and Western in its security group list.

The Yes (restrict) items from the menus of both groups will be added together, those from the Western group (which has none) and those from the Supervisors group.

The sites and employees from both groups will be added together, all those from the Western group and those from the Supervisors group (which has none).

The net result is that the user will only be able to perform supervisor functions, only on the sites and employees in the western region.

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